Administrative Coordinator (24.5 hrs per week)

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Job description

The administrative coordinator will report to an Astronomy Professor who leads: an astronomy research group, the Prediction Project; the Seamless Astronomy collaboration; the glue software project; and the WorldWide Telescope Ambassadors (WWTA) effort at the Center for Astrophysics (CfA). The Administrative Coordinator will provide a wide range of administrative support and is responsible for day-to-day management and all administrative logistics of the faculty's diverse research and teaching efforts.

The administrative coordinator works independently with minimal supervision in a work environment of multiple and conflicting priorities; anticipates and resolves problems and updates supervisor on status of projects and assignments. May oversee part-time work of students, casuals and temps.

Job-Specific Responsibilities :
Responsibilities include:
Day-to-day operation - Provides high level administrative support to the faculty and WWTA leadership] composes and edits emails, letters, memos, reports and meeting agendas. Ensures briefing material is available in well-managed online environments and is comprehensive. Oversees the scheduling and management of an online calendar including coordinating meetings, appointments, travel arrangements and key administrative and academic meetings.

Proposal Assistance - Assists with proposal preparation, including text and budgets, and prepares grant reports and proposals for submission.

Manages Institutional Review Board (IRB) compliance coordination for education research projects using human subjects. Prepares and maintains expenditure records for grant budgets. Prepares purchase orders and expense reports for reimbursement and ensures appropriate use of funds for reimbursements, travel expenditures, and payables.

Scheduling and Planning - Plans and manages several workshops and other events per year. Coordinates schedules of PI and other project staff. Makes travel arrangements and coordinate activities of the research group.

Travel: Assists in arranging travel and manages travel reimbursements. Travel arrangements and reimbursements are handled not only for Dr. Goodman but also for her Research Group/Collaborators.

Reimbursements/Reconciling of Charges: Reconciling of Corporate Card purchases (collecting business purposes, receipts, and appropriate account codings). Reimbursements for Research Group purchases (lunches, supplies, etc.). Occasional foreign wire transfers for International Collaborators seeking reimbursement for costs.

Materials Management - Manages materials given to the faculty member at research and administrative meetings, by maintaining an online filing system, including born-digital material, as well as scanned hardcopy handouts, etc. Uploads and maintains online materials for courses, research papers, and technical manuscripts, using the OpenScholar, Wix, Dataverse, Canvas, edX and other environments as they arise. Adeptly creates graphs, spreadsheets, charts, and ad hoc reports using assorted sources including University financial systems. Maintains, prints, and files paper materials as needed for education research projects, including surveys, assessments, and consent forms. Maintains and archives digital materials as needed for education research projects, including in-class video and student assessment interviews. Maintains and organizes physical materials as needed for projects.

Web Content Maintenance - Maintains content on research group and related web pages on OpenScholar and the Prediction Project using Wix, under the direction of the faculty member; on WWT Ambassadors webpages under the direction of the WWTA Program Director and occasionally on pages of the Astronomy department website using Open Scholar.

Basic Qualifications :
Minimum of five years experience in an academic or research environment. Education beyond high school will count towards experience

Job Type: Part-time

Pay: $57,900.00 - $75,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Employee discount
• Flexible schedule
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Retirement plan
• Tuition reimbursement
• Vision insurance

COVID-19 considerations:
Harvard requires COVID vaccination for all Harvard community members

Education:

• Bachelor's (Preferred)

Experience:

• Customer service: 1 year (Preferred)

Work Location: One location

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