Position Description
We are seeking a candidate for a one-year appointment for a Faculty Assistant and Coordinator position. The position will provide support to the Professor in his research, teaching, and related academic and professional activities. Working closely with the Professor and members of his team, the coordinator will provide administrative, editorial, event-planning, financial, communications, and course-support assistance. Responsibilities will include managing correspondence; drafting and editing written products; coordinating working groups, events, and guest visits; supporting course administration; processing reimbursements and other financial transactions; and assisting with travel and related logistics.
Duties & Responsibilities
- Transcribes and drafts verbal dictation audio recordings and edits documents to support written products, memorandums, op-eds, etc.
- Helps coordinate Professor'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 Research Assistants to coordinate working groups and liaise with guests.
- Performs administrative Faculty Assistant duties for the HKS fall course taught by Professors. 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; and coordinating visits of high-level officials from the Department of Defense, Department of State, and the NSC.
- Acts as Faculty Assistant: 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 websites with recent publications, interviews, and other media appearances; Composes and sends e-blast newsletters on Salesforce. Works closely with Comms as needed.
- Processes reimbursements, honoraria, and other financial transactions for and the Project; works closely with the finance office as needed.
- Processes 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 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.'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 communication skills; Dedicated team player who 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.