Arts and Humanities Divisional Administrative Coordinator

Arts and Humanities Divisional Administrative Coordinator Full-time Work Format: Hybrid Harvard Job Function: General Administration Union: 55 - Hvd Union Cler & Tech Workers Salary Grade: 056 Department: Arts and Humanities Division FLSA Status: Non-exempt 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 the Harvard Faculty of Arts and Sciences? The Faculty of Arts and Sciences (FAS) is the historic heart of Harvard University. It is the home of Harvard’s undergraduate program (Harvard College, founded in 1636) as well as all of Harvard’s Ph.D. programs (the Harvard Kenneth C. Griffin Graduate School of Arts and Sciences, founded in 1872), Harvard Athletics and the Division of Continuing Education. The 40 academic departments and 30+ centers of the FAS support a community unparalleled in its academic excellence across the broadest range of liberal arts and sciences disciplines. Together, the FAS seeks to foster an environment of ambition, curiosity and shared commitment to knowledge and truth that elicits excellence from all members of our community and prepares the next generation of leaders through a transformative educational experience. Job Description Job Summary: The Division of Arts and Humanities seeks an organized, proactive, highly discreet, and experienced Administrative Coordinator III to provide full-time administrative and executive support to the Dean and contribute to the effective operation of the Divisional office. The Administrative Coordinator serves as a primary point of contact for the Dean, interacting with internal and external constituents and coordinating a complex portfolio of decanal, scholarly, and external commitments. The position manages the Dean's calendar and priorities, provides meeting and event support, assists with communications and correspondence, and develops effective systems for tracking deadlines, commitments, records, and follow-up activities. Working closely with the Director of Strategy and Programs supporting other senior Divisional leaders, this position anticipates needs, independently resolves routine administrative issues, and helps ensure the smooth execution of the Dean's and Division's priorities. Job-Specific Responsibilities: Executive Support and Calendar Management Provide comprehensive administrative and executive support to the Dean. Serve as a primary point of contact for internal and external constituents seeking access to or information from the Dean. Manage a complex calendar encompassing decanal responsibilities, scholarly activities, University commitments, and external engagements. Exercise sound judgment in prioritizing meeting requests and determining appropriate scheduling based on urgency, importance, preparation requirements, and the Dean's priorities. Coordinate schedules with other senior administrators and staff whose responsibilities intersect with the Dean's work. Meet regularly with the Dean to review upcoming commitments, priorities, deadlines, protected work time, and scheduling needs. Develop and maintain systems for tracking deadlines, commitments, follow-up items, invitations, and time-sensitive responsibilities. Email, Correspondence, and Communications Assist with daily management and triage of the Dean's email, identifying urgent or time-sensitive messages, meeting requests, invitations, and matters requiring the Dean's attention. Draft and maintain templates for routine correspondence on the Dean's behalf, reflecting the Dean's preferred tone and communication style. Handle confidential, sensitive, and private information with a high degree of discretion and tact. Assist with routine letters and communications for the Dean and other senior leaders in the Division.