Responsible for coordinating the administrative functions and financial transactions of the department, with special emphasis on the Harvard Summer Undergraduate Research Village. Serves as principal administrative contact and liaison for internal and external department or program constituencies. Works independently with minimal supervision in a work environment of multiple and conflicting priorities; anticipates and resolves problems and updates the supervisor on the status of projects. May oversee the work of support staff, students, casuals, and temps.
Reporting to the Associate Director of the Office of Undergraduate Research and Fellowships, responsibilities include:
Administrative Support for Director and Office
Providing primary administrative support for the director, including replying to forwarded phone and e-mail inquiries, and general correspondence
Varying levels of general administrative support, including scheduling, preparing and distributing meeting materials
Organizing and confirming logistical details such as developing and maintaining an organized system for document collection
Updating and maintaining URAF website pages, utilizing Open Scholar interfaces
Maintaining office equipment, ordering supplies, and general office purchasing
Other duties assigned as required (occasional evening/weekend work during summer) attending events (such as Life Sciences Research Symposium and OCS Summer Opportunities Fair) as representative of URAF to disseminate research and fellowship opportunity information
Processing electronic applications for distribution to faculty review committees using the Centralized Application for Research and Travel
Administrative Support for Harvard College Summer Undergraduate Research Village
Handling application materials and preparing lists of applications, admits, and participants
Acting as liaison to external constituents (for example: department administrators and steering committee members), and communicating with program alums
Serving as principal contact for affiliated summer program coordinators, student staff, and College administrative units (such as House staff, HUDS, Office of Student Services)
Securing space, arranging transportation, and coordinating event facilities; contacting and overseeing catering; responding to media needs for events
Collecting and organizing efficacy and participation data with Qualtrics survey tools
Financial Processing and Data Compilation
Managing records for all URAF financial transactions including research and fellowship disbursements, journal entries, and general ledger reconciliation
Preparing and filing iProcurement and Web Voucher documents to process corporate card payments, invoices, and reimbursements
Generating stipend checks for research and fellowship awards; participating in liaison activities with Student Employment Office/ Financial Aid to calculate and initiate summer savings obligations coverage for eligible students
Collecting survey data and preparing comprehensive data reports
Designing pre- and post-programming surveys using Qualtrics and Google tools
Archiving collected written materials and maintaining an organized system for document and data collection
COVID Vaccine Policy: The University requires all Harvard community members to be fully vaccinated (primary series) against COVID-, as detailed in Harvard's Vaccine & Booster Information. Individuals may claim exemption from the vaccine requirement for medical or religious reasons. More information regarding the University's COVID vaccination requirement, exemptions, and verification of vaccination status may be found at the University's
Three or more years of administrative experience required. Education beyond high school may count toward experience.
BA/BS preferred. Five or more years of administrative experience preferred. Dynamic oral and strong written communications skills and high level of professionalism essential. Strong organizational problem-solving and analytical skills required. Experience with processing financial transactions essential; familiarity with Harvard financial applications preferred. Strong interpersonal skills and ability to work with diverse individuals at all levels of the university. Must be enthusiastic, prompt, efficient, creative, flexible, and innovative team player. Meticulous attention to detail, clarity, and accuracy, as well as ability to handle pressure associated with deadlines required. Excellent computer skills needed, as well as web design organizational skills. MS Word, Excel, Outlook, FileMaker Pro, survey tool software and willingness to learn new software as needed.
EQUAL OPPORTUNITY EMPLOYER: We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.
About Harvard University Faculty of Arts and Sciences
Harvard University is devoted to excellence in teaching, learning, and research, and to developing leaders in many disciplines who make a difference globally. The University, which is based in Cambridge and Boston, Massachusetts, has an enrollment of over 20,000 degree candidates, including undergraduate, graduate, and professional students. Harvard has more than 360,000 alumni around the world. The University has twelve degree-granting Schools in addition to the Radcliffe Institute for Advanced Study, offering a truly global education. Established in 1636, Harvard is the oldest institution of higher education in the United States.