Harvard University


Description:

04-Apr-2024

Administrative Coordinator, Dental Education

Harvard School of Dental Medicine

65371BR

Job Summary

Reporting to the Assistant Director, Dental Education, the Administrative Coordinator provides complex administrative support to the Associate Dean for Dental Education and supports the operations of the Office of Dental Education.

Position Description

Serves as the primary point of administrative contact for the Associate Dean for Dental Education and the Assistant Director, Dental Education. Provides a range of administrative/clerical support including drafting correspondence, presentation preparation, photocopying, compiling agendas, note taking, filing, faxing, answering telephones, calendar management, and responding to inquiries.

Plans workshops, information sessions, and meetings to include advertising/outreach, reserving rooms, producing materials, arranging for catering and audio-visual services, and coordinating travel and parking.

Organizes meetings and workshops for faculty calibration and development.

Supports committees, records minutes, manages logistics and communications, assists with communications and project tracking, document management, event coordination and management, scheduling.

Processes financial transactions, including submitting vendor payments, tracking invoices, ordering supplies, and handling purchasing via Buy2Pay, Concur, and P-Cards.

Provides communications and technology support, including maintaining and updating websites, managing communications, providing staffing and technical support for webinars and various software platforms.

Supports faculty and other instructional staff with procurement of desk copies, opening and maintaining Canvas course websites, and daily printing and photocopying for class meetings.

Coordinates final examination materials and course evaluations. Distributes and collects responses for DMD course surveys.

Reviews DMD course packets for accuracy and completeness.

Provides de-identified admissions/student performance data for student research projects.

Serves as informational contact for external candidates applying to various educational programs.

Coordinates the Scholars in Dental Education and educational programs, and various events to support all the programs.

Assists in the collection and organization of documents in preparation for accreditation mock site visits and CODA site visits.

Functions as a team member within the Office of Dental Education and assists with and/or leads projects within the office as needed.

Contributes to the mission and vision of HSDM and models the School’s core values in all facets of the work.

Performs other related duties as assigned or requested.

Basic Qualifications

Bachelor’s degree or an equivalent combination of education, training, and experience.

Three years of student services or administrative experience. A combination of education and experience will be considered.

Additional Qualifications and Skills

Superior organizational skills and ability to handle multiple tasks simultaneously and meet deadlines in a busy, complex environment with competing priorities.

Must demonstrate impeccable attention to detail.

Must be proficient in standard office software, especially Excel, along with Word, email and calendar systems and the ability to learn new software.

Ability to work independently and anticipate and resolve problems with minimal supervision in a work environment of multiple and conflicting priorities.

A high level of competence and a strong combination of time management, administrative, organizational, and interpersonal skills, flexibility, and good judgment.

Excellent written and oral communication skills.

Ability to successfully pass a comprehensive background check at hire.

Bachelor's degree preferred.

Experience with academic planning, curriculum, and policy is a plus.

Physical Requirements

Work is performed in an office setting.

Must be able to work on-site on a regular basis.

Working Conditions

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.

Additional Information

Compensation Range (hourly rate):

Salary is based on related experience, expertise, and internal equity. Generally new hires can expect compensation between the minimum and midpoint of the range.

Minimum: $35.19

Midpoint: $45.50

Maximum: $56.00

Harvard School of Dental Medicine is not able to provide visa sponsorship or work authorization for this opportunity.

Commitment to Equity, Diversity, Inclusion, and Belonging: We are dedicated to being a community within which self-respect and mutual respect are understood and practiced, HSDM believes that compassion, fairness, and trust are fundamental values that enable our individual and collective well-being. We recognize the diversity of individuals within the community to be an essential ingredient to an inspiring, vigorous, and exciting culture. And we recognize that ethics and integrity provide the framework for all of our efforts. HSDM Mission, Vision, and Core Values

Work Format Details

This is a hybrid position that is based in Massachusetts. Additional details will be discussed during the interview process. All remote work must be performed within one of the Harvard Registered Payroll States, which currently includes Massachusetts, Connecticut, Maine, New Hampshire, Rhode Island, Vermont, Georgia, Illinois, Maryland, New Jersey, New York, Virginia, Washington, and California (CA for exempt positions only). Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

About Us

Located in the heart of Boston’s Longwood Medical Area, Harvard School of Dental Medicine (HSDM) ranks as one of the preeminent schools of dental medicine in the country. HSDM educates clinicians, educators, researchers, and leaders in the profession; boasts core strength in musculoskeletal-disease research; and, offers students public health opportunities in local communities and across the globe.

Benefits

We invite you to visit Harvard's Total Rewards website (https://hr.harvard.edu/totalrewards) to learn more about our outstanding benefits package, which may include:

• 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.

Job Function

General Administration

Department Office Location

USA - MA - Boston

Job Code

403040 Coordinator II

Work Format

Hybrid (partially on-site, partially remote)

Sub-Unit

------------

Salary Grade

055

Department

Office of Dental Education

Union

55 - Hvd Union Cler & Tech Workers

Hourly Rate and/or Rate Range

$35.19-$39.5

Time Status

Full-time

Pre-Employment Screening

Criminal, Employment, Identity

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.

LinkedIn Recruiter Tag (for internal use only)

#LI-MN1

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