{"id":2475411,"url":"https://alion.io/job/harvard-university-administrative-coordinator-5","title":"Administrative Coordinator","company":{"id":241,"name":"Harvard University","domain":"harvard.edu","url":"https://alion.io/company/harvard-university","size_band":"501-1000","is_staffing_agency":false,"employer_type":"direct","is_intermediary":false,"listed_via":null,"ats_vendor":"SmartRecruiters","truth_index":{"grade":"B","score":75,"open_postings":15,"ghost_share":0,"stale_share":1,"repost_share":0,"time_to_fill_p50_days":28,"computed_at":"2026-10-21T05:46:15Z"}},"role":"Administrative","role_family":"Administrative","seniority":"middle","employment_type":"full_time","work_mode":"hybrid","remote_scope":null,"remote_scope_basis":null,"remote_working_hours":null,"hiring_geo_confidence":"structured","locations":["Allston, United States"],"countries":["US"],"hiring_countries":[],"hiring_countries_total":0,"salary":null,"salary_estimate":{"min_usd":40000,"max_usd":76000,"period":"year","method":"role_seniority_country_remote_cell","sample_n":1977},"experience_years_min":3,"visa_sponsorship":true,"relocation_package":false,"has_equity":false,"technologies":[{"name":"Microsoft Office","optional":false},{"name":"SharePoint","optional":false}],"status":"live","first_seen_at":"2026-10-13T17:09:59Z","employer_posted_date":"2026-10-13","last_verified_at":"2026-10-22T01:21:25Z","board_verified":true,"closed_at":null,"days_open":8,"trust":{"level":"ok","repost_count":null,"flags":[],"days_open":8},"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.\nWhy join Harvard University Central Administration?\nHarvard 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.\n Harvard Allston Land Company (HALC) i s a subsidiary of the University and oversees the planning and development for the University’s Enterprise Research Campus (ERC) in Allston. Initial focus is to develop 14 acres of the ERC, which includes new infrastructure, streets, open space, mixed-use development of office and lab space, residential units, a hotel and conference center.\nThe Administrative Coordinator reports to the Director of Finance and Operations for HALC. As a member of the HALC team the Administrative Coordinator provides a wide range of complex administrative support duties for HALC. Serves as the principal administrative contact for internal and external constituencies and provides a high level of customer service in all aspects of work. The Administrative Coordinator serves as principal coordinator for a variety of activities/processes associated with HALC’s provision of service and/or activities. Provides, organizes, manages, and implements administrative and logistics support to HALC; works in collaboration with other administrative and departmental staff to ensure timeliness and responsiveness of all office support services.\nProvides a wide range of complex administrative support duties including full day-to-day calendar management, meeting scheduling, filing, organizing, assisting with presentation materials, drafting communication, and printing. Prepare detailed and accurate meeting materials, including advance briefing materials. Regularly handles sensitive and confidential information. Assists with documents (Word, Excel, PowerPoint, Visio, etc.) that need to be created, reviewed, proofread, and/or designed for distribution internally and/or externally. Manages reimbursement processing, including collecting receipts and knowing/applying relevant policies and guidance.\nJob-Specific Responsibilities:\nThe Administrative Coordinator will be responsible for, but not limited to, the following activities:\nProvides general administrative support to HALC\n\nAssist in day-to-day HUIT services for the HALC team; computers, phones (desktop & mobile), printers, AV, and peripheral tech, etc.\n\nAssists in the coordination of HALC staff meetings, department-wide events, internal office relocations, catering, and media needs as necessary.\n\nSchedule meetings and coordinate meeting logistics, prepare agendas, as well as draft and edit emails, meeting notes, announcements, memoranda, and other general correspondence.\n\nArrange travel for staff and invited guests using Harvard preferred travel agencies.\n\nResponsible for stocking the office supplies and kitchenettes for HALC location, submits service requests and manages vendor response.\n\nMay assist with website updates and changes.\n\nManages the HALC SharePoint portal.\n\nDevelop and maintain effective electronic filing and systems/workflows for scheduling, task management, and other administrative needs.\n\nServices as departmental coordinator a resource for key business systems: Buy2Pay, Concur, etc.\n\nOther administrative and programmatic duties as assigned.\n\nSpecific responsibilities include:\nScheduling: Schedule meetings for director-level staff as required. Schedule conference rooms or other locations, working closely with hosting facilities. Prepare budgets for catering or expenses associated with meetings. Secure parking for guests. Ensure AV equipment functions properly before each meeting if in a conference room. Provide necessary props if needed.\nEvents: Plans for departmental events (team, tours, instructional lunch meetings, catering, celebratory events, itineraries, department retreats, holiday party, and other project events. Prepare expense business purposes for all catering / event-related department card transactions.\nTravel: Arrange meetings and travel for staff, invited guests, including for conferences, field work travel, and other.\nFacilities: Ensuring kitchen is well-stocked and clean; Submits departmental requests for swipe access; Maintains departmental directory (visual and digital). Requests for work orders and keys.\nDepartmental Administrative Support: Serve as department receptionist, information resource, and provide general administrative assistance for staff and visitors. Handle department incoming and outgoing mail daily. Manages complex calendars and administrative support for faculty HALC staff, schedules and creates meeting requests. Serve as the main point of contact for departmental IT needs such as copiers/scanners, projectors, etc. Make departmental purchases as applicable. Manage department file share permissions and customized access.\nThis is a 12-month term position with the possibility for renewal.\nWorking Conditions: This position will be based in Allston, MA. The position is a hybrid position and requires 4 days per week on campus.\nBasic Qualifications are the minimum requirements a candidate must meet to be considered for this role.\nMinimum of 3 years of related experience with demonstrated office administration and/or customer service skills. Education beyond high school may count toward experience \nDemonstrated proficiency with MS Office applications.\nAdditional Qualifications and Skills:\nThe following Additional Qualifications are strongly preferred. If you meet some, but not all, you are still encouraged to apply; we value employees with a willingness to learn.\nThe Administrative Coordinator should be an administrative generalist with flexibility and ability to support a variety of leadership styles and subject matter areas.\nDemonstrated ability to handle confidential and sensitive information in a professional manner with discretion and sound judgment.\nDemonstrated ability to learn new technologies. Experience with social media and managing web presence is a plus. \nAttention to detail, ability to multitask, analytical and problem-solving skills.\nStrong interpersonal communication skills, written and verbal; demonstrated ability to build strong professional relationships and develop trust.\nDemonstrated ability to work independently and collaboratively.\nDemonstrated initiative and resourcefulness.\nExcellent organizational skills with demonstrated ability to prioritize with multiple, conflicting, and/or changing demands.\nAccountability and sound judgment.\n Appointment End Date: 12-month term position\nVisa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position\nPre-Employment Screening: Harvard University requires pre-employment reference and background screenings: Identity\nOther Information:This position will have a 3-month orientation and review period. \n\nWork Format Details\nThis 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.\nSalary Grade and Ranges\nThis position is salary grade level 054. Please visit Harvard's Salary Ranges to view the corresponding salary range and related information.\nBenefits\nHarvard 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:\nGenerous paid time off including parental leave \nMedical, dental, and vision health insurance coverage starting on day one \nRetirement plans with university contributions \nWellbeing and mental health resources \nSupport for families and caregivers \nProfessional development opportunities including tuition assistance and reimbursement \nCommuter benefits, discounts and campus perks \nLearn more about these and additional benefits on our Benefits & Wellbeing Page.\nEEO/Non-Discrimination Commitment Statement\nHarvard 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.\nHarvard 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.","description_format":"text","description_chars":9799,"description_truncated":false,"requirements":{"experience_years_min":3,"management_years_min":null,"team_size_min":null,"manages_managers":false,"education":null,"security_clearance":false,"languages":[{"language":"English","level":"All levels","optional":false}]},"benefits":["Health insurance","Insurance coverage","Parental leave","Professional development","Retirement plans"],"hiring_locations":[{"name":"United States","iso":"US","kind":"country"}],"hiring_excludes":[],"relocation_offered":false,"industries":["Higher Education"],"lifecycle":[{"event":"open","at":"2026-10-13T21:14:39Z"}],"visa":[{"country":"US","licensed_sponsor":true,"evidence":"H-1B filings in 12 months: 176 · green card filings: 21","filings_12m":176,"filings_prev_12m":208,"green_card_filings_12m":21,"median_offered_wage_usd":82830,"route":null,"cap_exempt":true,"checked_at":"2026-10-15T11:24:14+00:00","sources":["US Department of Labor: LCA disclosure data (H-1B, H-1B1, E-3)","US Department of Labor: PERM disclosure data (green cards)"],"filings_for_role_12m":0}],"liveness":{"score":63,"band":"ok","label":"Likely open","p_open":1,"p_active":0.632,"p_room":1,"age_days":7,"expected_fill_days":28,"reasons":["conf:3","stale_co","velocity","win:early","comp:brand"],"computed_at":"2026-10-21T05:46:15Z"},"pay":null,"html_url":"https://alion.io/job/harvard-university-administrative-coordinator-5","json_url":"https://alion.io/job/harvard-university-administrative-coordinator-5.json","meta":{"generated_at":"2026-10-22T03:58:39Z","cache_seconds":300,"methodology":"https://alion.io/methodology","terms":"https://alion.io/terms","contact":"https://alion.io/contact","api":"https://alion.io/developers","about":"Alion is a live layer of people, companies and AI agents: who they are, whether they are real and active right now, what they do and how to work with them, readable by people and by agents and paid per call.","catalog":"https://alion.io/catalog.json","usage":{"tier":"crawler_verified","counted_by":"address","units_charged":1,"used_today":4050,"day_limit":null,"remaining_today":null,"minute_limit":300,"resets_at":"2026-10-23T00:00:00Z"}},"offers":[{"id":"company.slices","title":"One company in depth, by slice","status":"live","price":{"credits":0.02,"usd":0.002,"plus_per_slice":{"credits":0.05,"usd":0.005}},"unit":"per company, plus each slice with data","note":"the employer in depth","call":{"mcp_tool":"get_company","arguments":{"id":241},"rest":"https://alion.io/mcp/rest/get_company?id=241"},"human":"https://alion.io/catalog?offer=company.slices&for=job%2Fharvard-university-administrative-coordinator-5"},{"id":"market.stats","title":"A market slice: pay, demand and time to fill","status":"live","price":{"credits":1,"usd":0.1},"unit":"per slice","note":"pay, demand and time to fill for this role and place","call":{"mcp_tool":"market_stats"},"human":"https://alion.io/catalog?offer=market.stats&for=job%2Fharvard-university-administrative-coordinator-5"},{"id":"job.search","title":"Open jobs by role, technology, place, pay and visa","status":"live","price":{"credits":0.02,"usd":0.002},"unit":"per posting in a list","note":"similar open postings","call":{"mcp_tool":"search_jobs"},"human":"https://alion.io/catalog?offer=job.search&for=job%2Fharvard-university-administrative-coordinator-5"},{"id":"company.verify","title":"Is this company real and active right now","status":"pilot","price":null,"unit":"per company","request":{"url":"https://alion.io/catalog/request","method":"POST","body":"{\"offer\": \"company.verify\", \"for\": \"job/harvard-university-administrative-coordinator-5\", \"note\": \"what you need it for\"}"},"human":"https://alion.io/catalog?offer=company.verify&for=job%2Fharvard-university-administrative-coordinator-5"}]}