Administrative Coordinator

Company Description

By working at Harvard University, you join a vibrant community that advances Harvard's world-changing mission in meaningful ways, inspires innovation and collaboration, and builds skills and expertise. We are dedicated to creating a diverse and welcoming environment where everyone can thrive.

Why join Harvard University Central Administration?

Harvard University's Central Administration (CADM) is a 5,000+ employee organization that supports the university's overall excellence by understanding and serving the needs of its schools, students, faculty, staff, alumni, and surrounding communities. Through dynamic and collaborative partnerships, CADM provides high-quality and efficient services to the schools to help them achieve their goals.

Job Description

Department Description:

The Kempner Institute for the Study of Natural and Artificial Intelligence at Harvard University brings together researchers from across the biological, cognitive, computational, and engineering sciences to advance the study of intelligence in both natural and artificial systems. The Institute supports a growing community of faculty, fellows, students, and staff, and creates opportunities for cross-disciplinary research and collaboration through its academic programs, events, and shared scientific environment.

The Institute seeks a positive and team-oriented Administrative Coordinator to support key academic programs and institute activities, with a primary focus on fellows and related academic appointments, events, and administrative operations. This role will support recruitment, onboarding, appointments, day-to-day program administration, and community activities for Kempner Institute Research Fellows, Research Scientists, and AI Fellows, while also contributing to the planning and execution of events and supporting other administrative functions as needed.

The successful candidate will be a person who is highly organized and collaborative, with excellent communication and interpersonal skills. Candidates must have a strong attention to detail and be able to work well as part of a team as well as independently.

Summary:

The Administrative Coordinator serves as the primary administrative coordinator for the Institute’s fellows programs, including Kempner Research Fellows, Research Scientists, and AI Fellows. This role oversees recruitment logistics, academic and HR processes, visa and appointment paperwork, onboarding and offboarding, annual reporting, and ongoing administrative support for fellows and related staff. The Administrative Coordinator also serves as a key point of contact for fellow-related policies and procedures.

Working closely with the Executive Director and other members of the Institute’s administrative team, the Administrative Coordinator also supports external events such as workshops, meetings, and other scientific activities. Responsibilities include coordinating logistics, travel, materials, vendor payments, and day-of execution.

In addition, this role provides backup support for other administrative functions across the Institute and contributes to special projects as needed.

Primary Duties

• Serve as the primary administrative coordinator for the Institute’s Research Fellows, Research Scientists, and AI Fellows programs.
• Oversee all aspects of recruitment administration, including posting ads, coordinating interviews and meetings, communicating with candidates, and supporting selection processes.
• Complete and track academic appointment, HR and I-9 documentation, PI rights documentation, visa paperwork, and related reappointment.
• Coordinate all aspects of onboarding and offboarding, including orientation, ordering equipment/peripherals, access to resources, space, communication and website updates, and related logistics.
• Provide ongoing administrative support for fellows, including travel, reimbursements, professional development activities, social events, and other day-to-day needs. Ensuring that expenses are compliant with institute and university policy and within assigned budgets.
• Serve as a point of contact for fellow-related policies and procedures, and support administration related to fellows’ affiliated lab staff.
• Ensures materials about the program are accurate and of high quality. Maintain accurate records and appropriately update other team members about fellowship program activities.
• Ensure the timely and accurate completion of annual fellowship progress reports.
• Support internal and external events such as workshops, meetings, and related institute activities. Plan meetings and event logistics, including coordinating with speakers on materials and travel, obtain vendor contracts, process payments..
• Work with the team on event communications, including generating and distributing event promotional materials, leading or supporting day-of planning, and on-site execution.
• Provide backup support for other administrative roles within the Institute and assist with additional duties or special projects as assigned.

Qualifications

Basic Qualifications are the minimum threshold a candidate must meet in order to be considered for this role.

• Three or more years of related experience. Education beyond high school may count toward experience.

Additional Qualifications and Skills:

• College degree preferred, or an equivalent combination of education and relevant experience in an office or academic administrative environment.
• Excellent organizational skills and strong attention to detail.
• Excellent interpersonal, written, and verbal communication skills.
• Ability to manage multiple priorities and work effectively in an environment with competing demands.
• Ability to work independently, exercise sound judgment, and handle confidential information with discretion.
• Demonstrated ability to work collaboratively as part of a team.
• Proficiency with Microsoft Office applications.

Additional Information

• Standard Hours/Schedule: 35 hours per week
• Visa Sponsorship: Harvard University is unable to provide visa sponsorship for this position
• Pre-Employment Screening: Harvard University requires pre-employment reference and background screenings: Identity
• Other Information:
  • This position will have a 3-month orientation and review period.
    

Work Format Details

This position has been determined by school or unit leaders that some of the duties and responsibilities can be effectively performed at a non-Harvard location. The work schedule and location will be set by the department at its discretion and based upon operational needs. When not working at a Harvard or Harvard-designated location, employees in hybrid positions must work in a Harvard registered state in compliance with the University’s Policy on Employment Outside of Massachusetts. Additional details will be discussed during the interview process. Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

Salary Grade and Ranges

This position is salary grade level 054. Please visit  Harvard's Salary Ranges  to view the corresponding salary range and related information.

Benefits

Harvard offers a comprehensive benefits package that is designed to support a healthy work-life balance and your physical, mental and financial wellbeing. Because here, you are what matters. Our benefits include, but are not limited to:

• Generous paid time off including parental leave
• Medical, dental, and vision health insurance coverage starting on day one
• Retirement plans with university contributions
• Wellbeing and mental health resources
• Support for families and caregivers
• Professional development opportunities including tuition assistance and reimbursement
• Commuter benefits, discounts and campus perks

Learn more about these and additional benefits on our Benefits & Wellbeing Page.

EEO/Non-Discrimination Commitment Statement

Harvard University is committed to equal opportunity and non-discrimination. We seek talent from all parts of society and the world, and we strive to ensure everyone at Harvard thrives. Our differences help our community advance Harvard's academic purposes.

Harvard has an equal employment opportunity policy that outlines our commitment to prohibiting discrimination on the basis of race, ethnicity, color, national origin, sex, sexual orientation, gender identity, veteran status, religion, disability, or any other characteristic protected by law or identified in the university's non-discrimination policy. Harvard's equal employment opportunity policy and non-discrimination policy help all community members participate fully in work and campus life free from harassment and discrimination.