Spares Coordinator jobs in Somerville, MA

The Coordinator provides administrative and program support directly to 8 staff members in the Office of Clinical and Pro Bono Programs within a student-centered, front office setting and serves as a resource for clinical staff and all students. The Harvard Law School Office of Clinical and Pro Bono Programs (OCP) helps students find educational and meaningful hands-on legal practice experience. It oversees and indirectly supports the work of over 150 staff, faculty, and affiliates of our in-house clinics and student practice organizations, as well as works with external organizations for student pro bono projects, independent clinical projects and clinical externships.

As the Coordinator, you will:

• Handle phone, walk-in, mail, and email inquiries from prospective students, current students, alumni, faculty, administrators, employers, clinic clients, and those inquiring about legal services, and direct them to staff members as appropriate.

• Process financial transactions including credit cards, clinical staff membership and bar dues, student awards, and externship supervisor payments. Communicate financial practices to clinical staff and students. Order office supplies and maintain office equipment.

• Coordinate advertising and hiring process of college student interns and temps; Supervise schedules, training, and task assignments.

• Create, implement, and maintain system for tracking and ensuring quality and compliance with independent clinical and externship academic credit requirements (e.g., applications and evaluations). Communicate with students, faculty, and external supervisors. Design online forms and PDFs.

• Manage student travel funding process including application review, research, award decisions, and final payments. Allocate subway passes each semester. Process contracts and payments to outside supervisors and consultants. Organize data and produce statistics.

• Schedule student advising appointments, staff meetings, and meetings with upper administration and faculty for Assistant Dean. Plan workshops, information sessions, staff celebrations, fairs, panels, and class meetings to include: advertising, reserving rooms, producing materials, arranging for catering and audio-visual services, and coordinating travel and parking.

3 or more years of experience in office administration, customer service, or project management or related field. Education beyond high school may count toward experience.

We are looking for people who have:

• Excellent organization, planning, and execution skills

• Strong written, oral, and electronic communication skills

• A commitment to valuing diversity and contributing to an inclusive working and learning environment

• Professionalism, good judgment, and team-oriented approach

• Ability to juggle competing demands and be flexible/adaptable, and attention to detail with routine tasks and data entry

• Motivation and creativity to problem solve and to take the initiative and own tasks, processes, or projects

• Technical proficiency with Zoom, Excel, Office 365, and Outlook and financial management applications.

• Interest in non-profit/government industry and commitment to public service and eagerness to work with law students and participate in a vibrant public interest community at HLS

• 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.