Administrative Associate Jobs in Needham, MA (NOW HIRING)

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 University Central Administration?

Harvard 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.

Job Summary:

Under the supervision of the Office for Community Support, Non-Discrimination, Rights and Responsibilities (CSNDR) SHARE Associate Director and Senior Clinical Services Coordinator with a dotted line to the Associate Director for Administrative Operations, the Administrative Coordinator provides a wide range of administrative support to the Sexual Harassment/Assault Resources & Education (SHARE) Team to ensure smooth daily operations of the confidential clinical space. While ensuring a smooth day-to-day workflow for the SHARE offices, this position also triages a stream of ad hoc, often urgent and time sensitive, requests from multiple sources. As a critical, front-facing member of the SHARE Team, the Administrative Coordinator is expected to work in a well-organized and professional manner with discretion and sensitivity.

Job-Specific Responsibilities:

• Staff the front desk to serve as first point of contact within the office; direct visitors to staff members with discretion, maintaining sensitivity to confidentiality; answer, screen, and refer incoming calls on the main phone lines to the accurate resource, as needed; monitor the main email accounts and relay correspondence, as directed.
• Support administrative functions including, but not limited to, the following: process invoices and reimbursements, maintain internal record systems, troubleshoot technical issues and coordinate with IT services, communicate with internal and external vendors, coordinate events, maintain supply inventories, arrange catering services, and facilitate printing requests.
• Provide general upkeep of office appearance, place work orders with maintenance and janitorial services.
• Acquire and maintain a working knowledge of the University's policies and procedures regarding sexual harassment and other sexual misconduct and internal administrative procedures, as well as related, corresponding community-based services and procedures.
• Update outward-facing content, including on web-based platforms, as needed.
• Book travel and develop travel itineraries for staff.
• Assist with event planning (e.g., Sexual Assault Awareness Month); oversee logistics for large-scale meetings, community forums, workshops, and groups, such as reserving conference rooms, liaising with media and/or IT services, and compiling presentation materials.
• Act as the primary scheduling support for the SHARE Associate Director, which entails managing complex scheduling, negotiating challenging calendars, and handling varying degrees of pressure to meet objectives, as well as assist with Outlook and Zoom scheduling for the SHARE Team staff, as needed.
• Assist with construction and maintenance of an electronic records system in compliance with University, state, federal, and professional standards.
• Develop and deliver group and individualized training and support on database platforms to SHARE Team. Serve as first point of contact to the SHARE Team regarding software support. Assist with data entry, as needed.
• Assist the SHARE Associate Director in developing and refining business processes and internal guidance documents as office initiatives and operations expand; ensure SHARE business processes and internal guidance are in alignment with the other teams within the Office for Community Support Non-Discrimination, Rights and Responsibilities.
• Track and manage data, create customized reports, and analyze data related to the SHARE team's efforts and initiatives. May require learning programming language specific to the software application.
• Assist with conducting research on best practices related to violence prevention and response efforts.
• Other administrative duties as assigned.
• Within 6 months of hire, complete 40-hour Sexual Assault Counselor training
• Periodic before/after-hours event staffing may be required.

Basic Qualifications:

A minimum of three years of related work experience. Education beyond high school may count toward years of experience.

Additional Qualifications and Skills:

• BA or equivalent of relevant experience preferred.
• Experience working in a mental health, medical, or similar professional environment, handling sensitive information and requiring high standards for maintaining confidentiality and careful attention to detail.
• Highly proficient in Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook), Adobe Suite; capacity to quickly become proficient in other software and technology used by the offices.
• Fluency in Spanish and/or languages other than English preferred.
• Excellent editorial and proofing skills.
• Excellent organizational and interpersonal skills; can effectively handle competing priorities.
• Must be comfortable interacting with people from all types of backgrounds and experiences.

• Standard Hours/Schedule: 35 hours per week
• Compensation Range/Rate (including Shift Differential if applicable):
• Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position
• Pre-Employment Screening:  References and Identity
• Other Information:
  • This position is fully on-site, 5 days per week, Monday-Friday. 

Work Format Details

This 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.

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.