Administrative assistant/ Coordinator - Academic/University

Published: 6/14/2022

Job Description

Duties & Responsibilities:

• Transcribes and drafts verbal dictation audio recordings and edits documents to support Graham Allison’s written products, memorandums, op-eds, etc.

• Helps coordinate Professor Allison’s faculty working groups, assisting through the entire process of inviting guest speakers, organizing travel logistics and event preparation consisting of room bookings, catering, and tracking RSVPs. Works closely with Graham Allison’s Research Assistants to coordinate working groups and liaise with guests.

• Performs administrative Faculty Assistant duties for the HKS fall course taught by

Professors Graham Allison, Derek Reveron (Naval War College), and David Sanger

(New York Times). This includes updating the Canvas page with course materials;

getting copyright clearance for course readings via Library Reserves; coordinating with

Course Assistants and Teaching Fellows on assignments; responding to student requests; scheduling office hours; drafting presentations; compiling course materials;

coordinating visits of high-level officials from the Department of Defense, Department of State, and the NSC.

• Acts as Faculty Assistant to David Sanger: coordinating travel and accommodation,

processing expense reimbursements, processing hotel invoice payments via Buy2Pay,

updating faculty website profile, fielding interview requests via email, etc.

• Manages administrative work for Fellows and Senior Fellows associated with the Project.

This includes: Drafting nomination/renewal paperwork; Coordinating with fellows and

their assistants to arrange visits to Cambridge including booking travel logistics;

Coordinating Fellows’ Visa application processes with HIO; Processing expense

reimbursements, payments and/or honoraria for Fellows’ visits.

• Manages administrative work for hiring part-time student RAs, LHT employees, and

related part-time Project-affiliated employees as needed.

• Manages Graham Allison’s faculty website profile(s); Updates Belfer Center and HKS

websites with recent publications, interviews, and other media appearances; Composes and sends Graham Allison’s e-blast newsletters on Salesforce. Works closely with Belfer Center Comms as needed.

• Processes reimbursements, honoraria, and other financial transactions for Graham Allison and the Project; works closely with the Belfer finance office as needed.

• Processes Graham Allison’s project purchases and monthly corporate card/purchasing card financial reconciliation via Concur.

• Processes Buy2Pay payments, reimbursements, and invoice reconciliation for hotel

invoices, guest speaker honoraria/payment, and other Supplier invoices. Works closely

with the Belfer finance office as needed.

• Prepares meeting documentation; Maintains contact databases; Maintains office

inventory; Maintains both electronic and analog filing systems.

• Acts as backup to Prof. Allison’s Executive Assistant.

• Other duties may be assigned that entail special project work.

Basic Qualifications

2 years of relevant work experience in an administrative role, project management or academic setting required. Internships will count toward experience.

Additional Qualifications & Skills

• Bachelor’s degree in political science, international affairs, public policy, or history

preferred.

• Proficiency in Microsoft Office Suite, Proficient in Microsoft Office Suite, SharePoint,

and Adobe with a willingness to learn new technologies. Salesforce is a plus.

• Familiarity with reimbursements and financial management preferred.

• Able to prioritize work under deadlines, to be flexible and agile in high-pressure

situations.

• Excellent communications skills; Dedicated team player that shows initiative.

• Demonstrated ability to coordinate and complete complex tasks/events with minimal

supervision.

• Excellent interpersonal, project management, and organizational skills.

• Demonstrated ability to take initiative and creatively problem-solve.

Additional Information

This position is an hourly, non-exempt, 40 hour/week fully benefits-eligible term appointment ending one year from date of hire.

This position requires a majority of work to be completed in-person in an office setting.

\nCompany Description

Della Infotech Inc is in the staffing business for 10 years. Over the years, we have placed hundreds of candidates to various temp and permanent positions with our 50+ happy clients all over US and Canada including Fortune 500 corporations.