Executive Coordinator to the Dean for Clinical and Academic Affairs

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 Medical School?

Harvard Medical School's mission is to nurture a diverse, inclusive community dedicated to alleviating suffering and improving health and well-being for all through excellence in teaching and learning, discovery and scholarship, and service and leadership.

You’ll be at the heart of biomedical discovery, education, and innovation, working alongside world-renowned faculty and a community dedicated to improving human health. This is more than a job - it’s an opportunity to shape the future of medicine.

Job Description

Reporting to the Dean for Clinical and Academic Affairs (DCAA) and the Director of the Office, the Executive Coordinator provides high-level administrative support to the Dean. This position requires exceptional judgment, discretion, organizational skill, and professionalism. The incumbent will manage day-to-day operations of the DCAA’s office, coordinate activities across Harvard Medical School (HMS), and support programs and initiatives that advance the mission of the Office of Clinical and Academic Affairs.

The Executive Coordinator performs complex administrative and operational duties with a high degree of independence, serving as a key point of coordination and communication for the Dean’s activities and priorities.

Duties and Responsibilities -

Administrative:

• Provide executive-level administrative support to the Dean for Clinical and Academic Affairs, maintaining the highest standards of confidentiality and professionalism.
• Manage and coordinate the DCAA’s complex calendar, including scheduling meetings, resolving conflicts, and triaging requests.
• Prepare materials and briefing documents for meetings; track and facilitate completion of related action items.
• Attend meetings as needed to take notes, compile and organize follow-up actions, and archive summary notes.
• Draft, edit, and manage communications on behalf of the Dean, including correspondence, reports, and presentations.
• Assist in compiling and editing speeches and presentations, including the creation of PowerPoint slides and performing literature or web research.
• Organize and maintain filing systems for correspondence, records, and materials; track key deliverables and deadlines.
• Prioritize competing demands, handle matters expeditiously and proactively, and follow through on tasks to successful completion.
• Serve as a trusted liaison between the Dean and internal/external stakeholders.

Coordination, Event, and Program Support:

• Coordinate with administrative and academic units across HMS and affiliated hospitals regarding the Dean’s meetings, briefings, and institutional activities.
• Plan and manage meeting logistics, including material preparation, resource and room reservations, AV setup, catering, and minute-taking.
• Support Faculty Development initiatives within the Office of Clinical and Academic Affairs.
• Coordinate components of the clinical department's external review program, including correspondence, logistics, and follow-up.
• Assemble and organize relevant materials to support the Dean’s weekly agenda, ongoing projects, and strategic initiatives.
• Track project timelines and ensure timely progress on office-wide priorities.

Financial Support:

• Prepare and maintain OCAA financial records across Harvard’s financial systems.
• Process reimbursements, vendor payments, and other financial transactions related to the office and the external review program.
• Identify and resolve financial discrepancies in collaboration with HMS and University finance offices.
• Ensure clear, accurate, and timely documentation of communications and financial transactions in support of office operations.

Qualifications

Basic Qualifications:

• Four or more years of related experience in a highly visible, administrative support position.

Additional Qualifications and Skills:

• A cover letter is required for this role.
• Bachelor’s degree strongly preferred.
• Experience managing complex calendars and scheduling for senior-level leadership.
• Proficiency with Microsoft Office software, including Word, Excel, and PowerPoint.
• Prior experience in an academic, medical, or research environment is advantageous.
• Exceptional written and verbal communication skills, with strong attention to detail and accuracy.
• Demonstrated ability to work independently, prioritize competing demands, and handle sensitive information with discretion.
• Proven ability to thrive in a fast-paced, collaborative environment.
• Strong organizational and interpersonal skills, with a proactive and resourceful approach to problem-solving.

Additional Information

• Standard Hours/Schedule: 35 hrs. per week | Monday - Friday | 9:00 am - 5:00 pm
• Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position.
• Pre-Employment Screening: Identity
• Other Information: Please note that we are currently conducting a majority of interviews and onboarding remotely and virtually. We appreciate your understanding.
• Staying Informed About Your Application: Due to the high volume of applications, we may not always be able to reach out right away, but you can track your status anytime through the Careers@Harvard portal.
• Not ready to apply? Join our talent community to keep in touch and learn about future opportunities! https://www.gem.com/form?formID=16341e35-cbc6-4904-88a3-09b35763307e

Work Format Details

This is a position that is based at a Harvard campus location with some remote work options available. Additional details will be discussed during the interview process. All remote work must be performed within one of the Harvard Registered Payroll States, which currently includes Massachusetts, Connecticut, Maine, New Hampshire, Rhode Island, Vermont, Georgia, Illinois, Maryland, New Jersey, New York, Virginia, Washington, and California (CA for exempt positions only). 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.