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Faculty Assistant and Coordinator

Cambridge, MA

6.0 Months

Contract $23.85/hour - $28.85/hour

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Posted: Nov 06, 2026

Ref: SRMAAC60

Position Overview

The client is seeking a candidate for a one-year appointment for a Faculty Assistant and Coordinator position. The position will provide support to Professor in research, teaching, and related academic and professional activities. Working closely with Professor and members of the 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 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 client 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 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 the site 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 client websites with recent publications, interviews, and other media appearances; Composes and sends Graham Allison’s e-blast newsletters on Salesforce. Works closely with the client 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.
This position requires a majority of work to be completed in-person in an office setting.

TOP 3 skills: project
management, resource and procurement support and attention to detail

Notes:
100% onsite

VIVA is an equal opportunity employer. All qualified applicants have an equal opportunity for placement, and all employees have an equal opportunity to develop on the job. This means that VIVA will not discriminate against any employee or qualified applicant on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.

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Health Insurance

VIVA provides employees access to a comprehensive group health insurance plan (Medical, Dental, Vision, Basic Life, Term Life, and Accidental Death) through our flexible PPO plan-allowing you the freedom to choose healthcare providers.

401(k) Retirement Planning

Plan securely for your future with automatic payroll deductions into a tax-advantaged 401(k) retirement plan, including employer-matching contributions for eligible employees.

Performance Bonuses & Referrals

Earn performance-based bonuses and generous referral incentives of up to $500 when recommending talented candidates who become part of the VIVA family.

Biweekly Direct Deposit

Enjoy timely and convenient payroll with biweekly direct deposit to your chosen financial institution. Biweekly Direct Deposit

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