Administrative Coordinator

About the role

The Administrative Coordinator plays a key role in the day-to-day operations of a new initiative on AI, Ethics, and Religion at HDS. Serves as a central administrative point of contact for the initiative, helping to coordinate activities, information, communications, and follow-up across multiple internal and external stakeholders. Exercises discretion in handling sensitive information and represents the initiative professionally in interactions with faculty, staff, students, and external collaborators. Under the direction of the Assistant Dean and initiative leadership, the coordinator provides comprehensive administrative, operational, and programmatic support for an initiative of Harvard faculty, post docs, students, staff, and external collaborators. Works closely with Development and External relations to plan convenings, outreach and communication plans.

Responsibilities

• Provide day-to-day coordination and logistical support for meetings of Initiative research group, events, and programs across the academic year and summer/J-Term periods.
• Aid in scheduling, event setup, registration management, and participant communications.
• Process reimbursements, invoices, and payments using Harvard Buy-to-Pay, Concur, PeopleSoft, and other financial systems.
• Cook up meeting and event logistics including room reservations, set-up, posters, invitations, outreach, catering, travel arrangements, materials preparation, and technology setup.
• Support on-site and virtual event execution, including troubleshooting and real-time coordination.
• Maintain detailed timelines, checklists, and project tracking tools to support efficient execution.
• Prepare program materials, briefing documents, and communications for participants and speakers.
• Draft and distribute routine communications to internal and external collaborators.
• Cook up logistics and communications with internal partners including the Dean’s Office, Development and External Relations (DER), Communications, Finance, HUIT (IT&MS), and Facilities and Operations.
• Support relationship management by ensuring clear communication and follow-through on program needs.
• Ensure compliance with Harvard financial and administrative policies.
• Provide administrative and logistical support for Office of Academic Affairs (OAA), Dean’s Office and Development and External Relations initiatives as directed.
• Assist with special projects as assigned.

Qualifications

• Basic Qualifications: High school diploma or equivalent. Two or more years of administrative, program, event, or project coordination experience, or an equivalent combination of education and experience.
• Additional Qualifications and Skills: Experience in a higher education, academic, research, nonprofit, or similarly complex environment, including coordinating events, meetings, schedules, communications, or activities involving multiple stakeholders. Strong organizational, communication, and interpersonal skills, with the ability to manage competing priorities, meet deadlines, maintain accurate records, and follow through on commitments. Proficiency with standard office and collaboration tools, including Microsoft Office or Google Workspace, Zoom, shared calendars, and electronic file-management platforms. Experience with Harvard or similar administrative and financial systems, including Buy-to-Pay, Concur, PeopleSoft, registration platforms, or reimbursement processes. Experience tracking expenses, processing payments or reimbursements, coordinating travel, or monitoring activity against an approved budget. Experience preparing program materials and communications and managing timelines, action-item logs, contact lists, or other project-tracking tools. Ability to exercise discretion, work collaboratively, and represent a high-profile initiative professionally with faculty, staff, students, and external collaborators. Interest in emerging technologies, including artificial intelligence, and willingness to learn about the initiative’s goals and activities.