Faculty Coordinator generally supports two to three faculty/PIs with a combined research group of 30+ members within the Department of Organismic and Evolutionary Biology. This position reports directly to the Associate Director of Administration with a dotted line report to the PIs.
Administrative Support: Acts as a liaison with lab, department, University and external personnel. Acts as primary point of contact for facilities, equipment, and IT service and repairs. Provides coverage for other complex projects or labs. Acts as a mentor to other faculty support staff in the department. Handles all event logistics for the lab, and serves as a primary source of contact for vendors. Designs and implements administrative standard operating procedures and systems for multiple laboratory groups, and works collaboratively with PIs on emerging areas of interdisciplinary research. Responsible for supervising and orienting new temps and students into the lab. Coordinates and oversees networking and social events. Responsible for maintaining and updating lab and project websites.
Faculty Support: Ensures journals adhere to University copyright policies. Edits manuscripts, and coordinates manuscript submissions to journals. Assists in drafting, editing, and submission for letters of recommendation, reports, and proposals, and course materials. Maintains and updates faculty documents. Manages the high volume of complex calendar invitations and subsequent travel. Prepares presentation and meeting materials. Assists with preparation, organization and dissemination of various internal and external committee materials.
Lab Support: Arranges complex domestic and international travel and field trip logistics and assists with permits. Responsible for the maintenance and review of all lab protocols including personnel onboarding, preparation and submittal of new protocols, annual renewals and amendments to ensure compliance with safety regulations. Assists with lab IACUC protocols. Assists with the purchase, import and export of live animals in conjunction with OAR and external vendors/researchers. May assist with exporting of equipment and materials. Responsible for lab training rosters and ensuring all members of the labs are in compliance with EH&S regulations. Works closely with OEB Administration to provide documentation for all new (or any changes) research appointments. Coordinates the orientation of new incoming post-docs and graduate students.
Financial: Assists with budget preparation, including financial portions of research grants for federal and non-federal funding agencies. In conjunction with the OEB Finance Office serves as a resource on multiple project funding terms and conditions and provides periodic updates to faculty on spending rates. Responsible for monitoring all supply purchasing and processing all orders; submitting corporate card payments; submitting all travel reimbursements; and ensuring payment requests are submitted in proper format and in a timely manner.
Sponsored Research Support: Assists with both pre-award and post-award grants administration including development, preparation, and writing of all non-scientific materials. Ensures lab meets all grant submission and reporting deadlines and coordinates submission of all proposals to the OEB financial office. Coordinates administrative activities of subcontract institutions as needed.
Applications without a cover letter will not be reviewed.
Five years of experience with office administration and customer service skills required. Education may count towards experience.
Additional Qualifications and Skills
College degree preferred, or an equivalent of education plus experience in an office environment. Prior experience working with a research or related group and/or working closely with faculty, researchers, and administrative staff. Experience working with budgets, specifically with grants proposals, monitoring and reporting. Solid working knowledge of office processes and business policy development, and of related computer software and electronic communications tools. Must be proactive. Needs to be able to work independently with minimal supervision and have excellent judgement. Ideal candidate is extremely organized, detail oriented, and a dynamic problem solver. Proven interpersonal skills with experience providing complex administrative support in a high-profile environment with tact and diplomacy. Ability to work across teams and with a variety of projects and constituencies. Must be able to handle confidential information with discretion.
Office and lab. Some pushing, pulling, lifting (may assist with deliveries of lab supplies, food, etc.), may move boxes, sort files, etc.
The health of our workforce is a priority for Harvard University. With that in mind, we strongly encourage all employees to be up-to-date on CDC-recommended vaccines.
A resume and cover letter must be submitted in order to be considered for this position.
Harvard University will not provide visa sponsorship for this position.
***All formal offers will be made by FAS Human Resources.
OEB is a diverse and vibrant department with a broad range of research and teaching interests, ranging from the evolution and control of gene expression patterns within individuals and populations to the dynamics of ecosystems. Field and laboratory studies are key to understanding the evolution of organisms, how biodiversity is generated and maintained, how organisms work, and how organisms interact with their environment. OEB has close working associations with its allied institutions: the Museum of Comparative Zoology (MCZ) and the Harvard University Herbaria (HUH), as well as the Arnold Arboretum and the Harvard Forest. These institutions and their collections offer an unparalleled, rich set of resources for OEB students, faculty, visitors and staff.
Paid Time Off: 3-4 weeks of accrued vacation time per year (3 weeks for support staff and 4 weeks for administrative/professional staff), 12 accrued sick days per year, 12.5 holidays plus a Winter Recess in December/January, 3 personal days per year (prorated based on date of hire), and up to 12 weeks of paid leave for new parents who are primary care givers.
Health and Welfare: Comprehensive medical, dental, and vision benefits, disability and life insurance programs, along with voluntary benefits. Most coverage begins as of your start date.
Work/Life and Wellness: Child and elder/adult care resources including on campus childcare centers, Employee Assistance Program, and wellness programs related to stress management, nutrition, meditation, and more.
Retirement: University-funded retirement plan with contributions from 5% to 15% of eligible compensation, based on age and earnings with full vesting after 3 years of service.
Tuition Assistance Program: Competitive program including $40 per class at the Harvard Extension School and reduced tuition through other participating Harvard graduate schools.
Tuition Reimbursement: Program that provides 75% to 90% reimbursement up to $5,250 per calendar year for eligible courses taken at other accredited institutions.
Professional Development: Programs and classes at little or no cost, including through the Harvard Center for Workplace Development and LinkedIn Learning.
Commuting and Transportation: Various commuter options handled through the Parking Office, including discounted parking, half-priced public transportation passes and pre-tax transit passes, biking benefits, and more.
Harvard Facilities Access, Discounts and Perks: Access to Harvard athletic and fitness facilities, libraries, campus events, credit union, and more, as well as discounts to various types of services (legal, financial, etc.) and cultural and leisure activities throughout metro-Boston.
Hybrid (partially on-site, partially remote)
Commitment to Equity, Diversity, Inclusion, and Belonging Harvard University views equity, diversity, inclusion, and belonging as the pathway to achieving inclusive excellence and fostering a campus culture where everyone can thrive. We strive to create a community that draws upon the widest possible pool of talent to unify excellence and diversity while fully embracing individuals from varied backgrounds, cultures, races, identities, life experiences, perspectives, beliefs, and values.
EEO Statement 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.
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.