Administration and Logistics Coordinator - 45744BR

Job Type

Full Time

Published

07/10/2018

Address

45 Francis Avenue
Cambridge
Massachusetts
02138
United States

Description

The Administration and Logistics Coordinator for the Religions and Practice of Peace Initiative (RPP) reports to the RPP Research Associate, handles and oversees all administrative processes and logistics of the program to ensure that RPP’s many activities are meticulously executed in keeping with RPP priorities and standards. This role is the principal administrative contact/liaison for department and program constituencies. This role primarily works with minimal supervision in a fast-paced work environment and must successfully demonstrate initiative, reliability, follow up, attention to detail, customer service orientation, and discretion.


This is a one-year, full time (35 hrs/wk) position with possibility of renewal.


  • Primary duties include coordinating, developing, planning, implementing, optimizing, and overseeing administrative logistics, organizational systems and procedures for the RPP, working closely with RPP Research Associate. Establishes and executes efficient processes to ensure that RPP team activities successfully progress.
  • Serves as a liaison with a variety of offices within and beyond the University. Develops and regularly updates departmental process, procedural, and policy guides. Responsible for the maintenance of RPP records (including but not limited to financial, personnel, administrative, student).
  • Maintains thorough familiarity with RPP’s mission, activities, program content, processes, standards, and priorities to successfully exercise a high level of independence and excellent judgment.
  • In consultation with supervisor, coordinates and oversees the work of the RPP team with a high level of proactivity and responsiveness in communications, anticipating tasks needed for RPP activities and programs and documenting detailed work plans. Establishes internal task plans, schedules, and calendar deadlines and reminders. Ensures appropriate personnel coverage for RPP activities, executes staff and student recruiting efforts, and trains team members.
  • Keeps current on trends, compliance issues, regulations, and guidelines regarding subject matter, and advises supervisor and RPP team accordingly.
  • Coordinates, oversees, optimizes, and drives the progress of the administrative and logistical aspects of RPP activities, including but not limited to: speaker series, events, conferences, courses, seminars, colloquia, workshops projects, meetings, travel, communications, website, publicity, social media, mailing list, RSVP processes, outreach efforts, alumni network, and other activities. Manages accurate and thorough communications including but not limited to, correspondence, reports, presentations, publications, informational materials, publicity, website, and video and other media products. Provides support functions for RPP activities and events including, but not limited to, scheduling, room bookings, event setup and cleanup.
  • Coordinates RPP’s program evaluation, measurement, and reporting.
  • Monitors RPP budgets, including grants in consultation with supervisor; overseeing program budget process that includes preparing regular RPP budget and grant reports; and assisting with preparing grant proposals and researching grants and donor prospects.
  • Coordinates, organizes, oversees, and as needed handles RPP’s financial records and processing, including travel expense, and negotiating with vendors and reimbursements.
  • Regularly communicates and consults with supervisor on status of RPP activities. Ensures needs of RPP constituents are efficiently anticipated and addressed with high level of customer-service orientation, accountability, and teamwork for the RPP team. Use of Oracle, PeopleSoft, OBI, OpenScholar, Qualtrics, Mailchimp, Google Drive, Adobe, Photoshop, Microsoft Office and Planner, Excel, PowerPoint, RoomBook/EMS, Outlook, Canvas, Zoom, and other software. Research alternatives and train RPP team members on using these systems as needed.
  • Other related duties as required.


Basic Qualifications

Four or more years of related administrative experience. Must be available to provide support at RPP events at various times during the week (daytime and evenings) and occasionally on weekends.


Additional Qualifications

College degree preferred. Proven excellence in project and/or program management skills in a complex and fast-paced work environment is required. Outstanding organizational skills, with ability to prioritize work in an environment with multiple and conflicting interests, and ability to work independently on multiple complex tasks with minimal supervision. Outstanding initiative, follow up, reliability, flexibility, accountability, accuracy, and attention to detail. Ability to work effectively with a diverse array of faculty, fellows, alumni, staff, students, and internal and external experts and constituents. Outstanding interpersonal, communication, teamwork skills, and customer-service orientation. Ability to handle complex and confidential information with discretion. Competency using a variety of computer software. Some experience related to religions and the practice of peace is preferred.


Additional Information

This is a one-year, full time (35 hrs/wk) position with possibility of renewal.

We regret that the Harvard Divinity School does not provide Visa sponsorship.


Drawing on its historical strength in Christian studies and its significant resources in global religious studies, Harvard Divinity School educates scholars, teachers, ministers, and other professionals for leadership and service both nationally and internationally. To help in building a world in which people can live and work together across religious and cultural divides, we strive to be a primary resource in religious and theological studies for the academy, for religious communities, and in the public sphere.


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, gender identity, sexual orientation, pregnancy and pregnancy-related conditions, or any other characteristic protected by law.


Level of Language Proficiency

None

Professional Level

Entry level

Minimum Education Required

No requirement

How To Apply

http://hr.harvard.edu

Apply on the Harvard Careers website, reference requisition number 45744BR


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