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Research Administration Coordinator / Faculty Assistant

Harvard University Kennedy School

Details

Posted: 03-Aug-22

Location: USA - MA - Cambridge

Type: Full-time

Salary: Open

Internal Number: 59308BR

The Research Administration Office at Harvard Kennedy School has an immediate opening for a Research Administration Coordinator / Faculty Assistant. This position will work independently to perform a wide range of administrative duties and communication functions to support research administration services at HKS (75%) as well as provide administrative support to a portfolio of HKS faculty (25%). The position will report to the Senior Director of the Research Administration Office.

The Research Administration Office (RAO) supports HKS's mission by serving as a central resource for the research community through expertise and leadership in obtaining and managing research funds. The RAO manages school-wide support for all faculty sponsored programs activity, including pre-award proposal review and approval, post-award financial and reporting support, risk assessment and compliance consulting, and assistance with finding funding opportunities.

Through research, teaching, and engagement with practitioners, Harvard Kennedy School (HKS) improves public policy and public leadership so that people can live in societies that are safer, freer, more just, and more sustainably prosperous. Our faculty, students, staff, alumni, and executive education participants tackle a diverse range of public challenges in the United States and around the world, including protecting international security and freedom; strengthening democracy and democratic institutions; advancing social justice and human rights; increasing economic well-being; enhancing sustainability; and improving public leadership and management.

Research Administration Coordinator (75%):

Create and disseminate written materials such as brochures, monthly newsletters, newsflashes, presentations for senior leadership, and material for other RAO initiatives
Independently manage the RAO intranet site, implement changes and updates, and act as the primary IT liaison to resolve technical issues
Provide administrative and logistical support to the RAO including:
- Meeting scheduling and calendar management
- Room reservations, technology setup, and catering for meetings
- Ordering supplies and managing general IT issues
- Maintaining RAO communication distribution lists
Participate in HR orientations to provide an overview of the Research Administration Office to all HKS new-hires
Coordinate and participate in interviews for new staff, as needed.
Provide project management support for policy, data, and/or website projects, as needed, including project assistance for the Senior Associate Dean for Research Policy and Administration
Manage funding opportunity activities including, but not limited to:
- Sourcing new funding opportunities
- Creating and distributing funding opportunity email alerts
- Conducting targeted funding searches for individual faculty
- Maintaining spreadsheets/trackers related to these efforts
Serve as a subject matter expert on the use of PIVOT for funding searches. Maintain materials on how to use the database and conduct trainings, as needed
May assist with the following research administration activities, as needed:

Review of research proposal documentation, including project narratives, budgets and budget justifications
Review of research administration policies and procedures
Monthly and quarterly management reporting

Other duties as assigned

Faculty Assistant (25%):

Manage course delivery: get copyright clearances for course readings and post them on Canvas (online course website), track student work, liaise with guests, coordinate audiovisual support, organize in-class activities, manage office hours for faculty
Communicate professionally with internal and external stakeholders on behalf of the faculty, possibly assist with faculty recruitment or promotion processes
Manage complex calendars, travel arrangements, and expense reimbursements
Proofread documents, retrieve research resources, and submit materials for publishing and distribution on campus and globally
Plan events: communicate with guests, reserve rooms, order catering, and manage all logistics
Prepare meeting documentation, manage filing systems, and maintain office inventory
Collaborate with fellow Faculty Assistants on projects and departmental activities
Move projects forward and continually look for ways to leverage faculty time

Application instructions: Please submit a writing sample in addition to your resume and cover letter.

This position is a fully benefits-eligible term appointment ending one year from date of hire, with possibility of renewal.

We regret that the Harvard Kennedy School does not provide visa sponsorship.
Harvard University requires pre-employment reference and background checks.
Harvard University is committed to supporting a healthy, sustainable learning and working environment.

Please note: This is an in-person/on campus position based in Cambridge, MA, with possible flexible work options.

The University requires all Harvard community members to be fully vaccinated against COVID-19 and remain up to date with COVID-19 vaccine boosters, as detailed in Harvard's Vaccine & Booster Requirements. Individuals may claim exemption from the vaccine requirement for medical or religious reasons. More information regarding the University's COVID vaccination requirement, exemptions, and verification of vaccination status may be found at the University's

Minimum of 2 years of related experience

Demonstrated comfort/skill interacting with a wide range of senior leaders, including deans, faculty, and executive staff
Excellent written and verbal communication skills; presentation skills; interpersonal and customer service skills; attention to detail; problem-solving skills
Strong skills in MS Excel, MS Word, Adobe, and ability to learn new software and systems

Ability to work independently, and as a member of a team with shared responsibilities
Resourceful, creative self-starter; open-minded; desire and willingness to assume increased responsibility
Comfort with deadline pressure and ability to respond to shifting priorities
Proven ability to handle sensitive and confidential information appropriately, to manage multiple tasks simultaneously, and to achieve results in a timely and accurate manner

Previous experience in academic communications and/or research administration

EQUAL OPPORTUNITY EMPLOYER: 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, or any other characteristic protected by law.

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About Harvard University Kennedy School

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.

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