The Kempner Institute for the Study of Natural and Artificial Intelligence at Harvard University seeks to better understand the basis of intelligence in natural and artificial systems by recruiting and training future generations of researchers to study intelligence from biological, cognitive, engineering, and computational perspectives. To support this goal the Kempner Institute is recruiting faculty, fellows, and students to join the department, and hosting activities which foster new, cross-disciplinary collaboration.

We are seeking an Administrative Coordinator to support our core programs including the Kempner Institute Research Fellows program, provide administrative support for community events including symposium and retreats, and to help provide cross-coverage for other administrative roles within the institute.

The successful candidate will be a person who is highly organized and personable with excellent communication and interpersonal skills, as well as a strong attention to detail and an ability to manage competing priorities. They will be able to work well as part of a team as well as independently.

Summary:

The Administrative Coordinator will serve as the primary administrator supporting the Kempner Institute Research Fellowship Program. Responsibilities include coordinating the posting, applicant review and interview process, and eventual hiring and orientation of new fellows. The Administrative Coordinator will provide ongoing administrative support for fellowship related activities including coordinating travel, reimbursements, grants submission, and fellows’ community building activities.

Working in collaboration with other team members and under the direction of the Executive Director, the Administrative Coordinator will help to support institute meeting and events including selecting venues, catering and other service providers, coordinating registration, supporting event communication, and supporting day-of activities.

Lastly, the Administrative Coordinator will help to provide cross-coverage for other critical administrative responsibilities including faculty recruitment, calendar management, processing invoices, and other duties as requested.

• Serves as the primary coordinator for the Kempner Institute Research Fellows program. Serves as primary point of contact for questions about the program and any related policies or guidelines. Ensures materials about the program are accurate and of high quality.
• Support the fellows’ search and selection process, including posting ads, coordinating interviews with faculty, and communicating with applicants.
• Coordinates all elements of fellows onboarding including but not limited to processing visas, hiring process and academic appointments; training and orientation to policies and procedures; ordering equipment/peripherals, and assignment and orientation to space. Coordinates offboarding for fellows ensuring the termination of academic appointment, removal of facilities and systems access, and updating internal and external stakeholders.
• Provides ongoing administrative support for the research fellows including booking travel and hotel, helps to process reimbursements or payments, ensuring that expenses are compliant with institute and university policy and within assigned budgets.
• Maintains accurate records related to the fellowship program and appropriately updates other team members about fellowship program activities. Ensure the timely and accurate completion of annual fellowship progress reports.
• May assist in preparation of grant proposals; may provide policy interpretation on grant parameters under the guidance of the finance team.
• Manages the implementation of planned events including seminars, symposium, retreats, and other gatherings; generate event promotional materials; works within an assigned budget to select vendors, coordinates registration, space, catering; and leads or participates in other day-of activities.
• May assist with presentation materials, drafting communication that needs to be created, reviewed, proofread, and/or designed for distribution internally and/or externally.
• Provide back-up support for other administrative roles within the department and complete other special projects as assigned by the Executive Director.
• May supervise other support staff, temporary workers including students or vendors directly or indirectly to complete the above activities under the guidance of the Executive Director.

• Three or more years of related experience. Education beyond high school may count towards experience.

• College degree preferred, or an equivalent of education plus relevant experience in an office environment.
• Previous experience working at Harvard University is a plus but not required.
• Demonstrated proficiency with MS Office applications.
• Excellent interpersonal and communication skills required.
• Must be able to prioritize work in an environment with multiple and conflicting interests.
• Able to work independently with minimal supervision, and to handle complex and confidential information with discretion.
• Must have a positive demeanor and ability to work collaboratively in a team environment.

The health of our workforce is a priority for Harvard University. With that in mind, we strongly encourage all employees to be up to date on CDC-recommended vaccines.

• 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.