The Center for Nanoscale Systems (CNS) at Harvard University is an open, shared-use core facility that serves all of Harvard University research community, as well as an array of external academic and industrial users. CNS typically supports more than 1,700 users annually in both facilities located at the Laboratory for Integrated Science and Engineering (LISE) in Cambridge, MA and the Science and Engineering Complex (SEC) in Allston, MA. We are seeking an enthusiastic, helpful, team player to work within the CNS Administrative Team as an Administrative Coordinator to help administer the “on-site” day-to-day operations of the CNS Administrative Office, and provide support to all CNS staff members, users/researchers, vendors, and contractors.

Primary Position Responsibilities:

Procurement and Payments: The incumbent reviews and approves purchase order (PO) requests, assists vendor set-up, processes payment requests for invoices that don't have POs. Works with Accounts Payable and vendors to resolve payment and account issues.

Event Planning: The incumbent will serve as a key player for CNS event planning and general logistics support for CNS seminars, meetings, conferences, workshops, and other special events. The position will coordinate with speakers/visitors to support travel logistics as well as order supplies for the events.

Travel Arrangement and Management: Arranges travel & processes reimbursements for CNS staff members and invited speakers/visitors/trainers/contractors. Trains/advises staff on university travel policies and guidelines.

User Program Management: Supports CNS user program, such as updating user lab access, user data management, working with the CNS team and HU Accounts Receivable team to handle monthly/quarterly user accounts receivable activities, etc.

Internal Reports: Runs periodic committed funds reports to close outstanding POs, settles/reconciles monthly Purchase Card transactions, monitors absence management, runs/reconciles weekly/biweekly/monthly payroll register reports to ensure the accuracy.

System Training: Provides training and support to employees/interns on how to use Harvard Systems, such as PeopleSoft, Buy-to-Pay, CNS Internal Applications.

Meetings: Represents CNS to attend monthly FAS Procurement Council meeting, FAS Town-hall meetings, Parking coordinator meeting, Telephone committee meeting, etc.

Other General Support: Performs general office administrative support, updates information on CNS website and message board, prepares outreach and marketing materials, orders office supplies for administrative units and CNS labs, and archives document based on University’s guidelines.

• 3+ years of office administrative experience, education may count towards working experience
• Experience with the MS Office Suite

• College degree strongly preferred
• Excellent interpersonal, verbal and written communications skills
• Strong attention to details, ability to multitask and work towards deadlines
• Familiar with current social media platforms, such as twitter, Instagram, etc.
• Ability to handle confidential information with discretion
• Proven ability to work independently and collaboratively as part of a team
• Knowledge of Harvard University administrative and financial systems and procedures preferred

• Involves constant use of computer keyboards and mouse
• Should be able to lift and move load up to 25 pounds occasionally

• Work is performed in an office setting on the Cambridge Campus, (the LISE building.)
• During the orientation and review period (first 90 days) new employees are required to be on campus 5 days a week. After successful completion of orientation and review period, consideration will be made for a hybrid work schedule with a minimum of 3 days onsite/in office presence.

All formal offers will be made by FAS Human Resources

We are unable to provide visa sponsorship

We invite you to visit Harvard’s Total Rewards website 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.

General Administration

USA - MA - Cambridge

403134 Coordinator I

Hybrid (partially on-site, partially remote)

Center for Nanoscale Systems

Sciences

Full-time

054

55 - Hvd Union Cler & Tech Workers

Identity

35 hours per week

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.

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.