Job Listings

Faculty of Arts and Sciences

63672BR

Job Summary

Reporting to the Manager of Staffing and Training, the Harvard College Staff Assistant III supports a variety of complex administrative duties and coordinates the activities and procedures of a unit, project, or program. This role is a one-year term that will serve as a floater to work collaboratively and independently on projects and regular administrative duties. The expectation is that successful onboarding and performance will qualify the individual in this role to apply and be considered for openings that may become available in permanent administrative positions across the College. 

Position Description

Reception and Customer Service:

• Provides front-desk reception and customer service to various stakeholders and guests, including students, alumni, faculty, employers, visitors, parents, and staff. Includes greeting visitors and callers, identifying needs, assisting in using resources, and referring to appropriate programs and events.
• Serves as the primary source of information and initial contact for in-person, telephone, e-mail and online inquiries; Stays informed and up to date of all current programs, policies, events, and resources. Troubleshoots visitor issues based on department specific knowledge
• Assists students and alumni to access and use electronic resources, including online platforms. 
• Compose, edit, and disseminate department specific correspondence, as directed

Event Support

• Provides support for unit events and activities including:
• Handling logistics for numerous events in Harvard spaces and at outside venues
• Coordinating usage of facilities, venues, and media services
• Assisting with catering and office orders
• Acting as primary liaison with units and stakeholders to ensure smooth coordination and communication of event logistics
• Overseeing event registrations, details, and attendee lists utilizing software platforms.
• Coordinate event financial processes, such as vendor, student, and speaker payments
• Organizes calendar and updates website information for programming and other initiatives administered and managed by the office

Office Administration

• Interprets and carries out office policies.
• Performs general data collection and data entry tasks; Updates information in systems, processes forms, fulfills requests, sets up appointments, prepares materials, and processes bills as needed
• Maintains office documents and organization of electronic and print materials; Keeps details organized for use by supervisor and other team members
• Runs regular reports for supervisor and team; analyzes discrepancies and summarizes findings
• Coordinates and manages e-mail lists and contact spreadsheets
• Participates in full range of office-wide events including open houses, professional development workshops, intra- and inter-department, and college-wide meetings.  
• Trains other staff, student workers, and temps on related processes and technologies; May oversee work of student workers and temps.
• Works on special projects for individual units and teams, including data collection and entry; documentation; supply organization; job postings; application intake and processing; and special events coordination.
• Updates and consults with supervisor regularly and performs other related duties as assigned.

Basic Qualifications

• 3 or more years of administrative experience required.
• Education beyond high school may count towards experience

Additional Qualifications and Skills

• BA/BS or equivalent experience preferred
• Excellent organizational, interpersonal, and communication skills.
• Ability to handle complex and confidential information and materials with discretion.
• Competency and efficiency using a variety of computer software including MS Outlook and Microsoft Office Suite.
• Able to work in a team oriented, customer focused environment in a collegial manner.
• Ability to work well independently, prioritize multiple projects simultaneously, and meet deadlines.
• Attention to detail, demonstrated troubleshooting ability, and ability to multitask while showing good judgment.
• Website editing or other database experience helpful. 
• Outstanding time management skills with the ability to prioritize work in an environment with multiple and conflicting interests. 

Physical Requirements

Regular walking and occasional strenuous physical activity in event and meeting support (ex. lifting, material set-up, etc.)

Working Conditions

Office setting, hybrid

Additional Information

Harvard College is a close-knit undergraduate community within Harvard University. With world-class faculty, groundbreaking research opportunities, and a commitment to a diverse environment of bright, talented students, Harvard is more than just a place to get an education-it's where students come to be transformed. The College enrolls over 7000 students and is comprised of 6 major administrative units including the Harvard College Dean's Office, the Dean of Students Office, the Office of Undergraduate Education, the Office for the Arts, the Office of Student Services, and the Phillips Brooks House Center for Public Service and Engaged Scholarship. 

Benefits
We invite you to visit Harvard's Total Rewards website to learn more about our outstanding benefits package, which may include:

• 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.

Job Function
General Administration

Department Office Location
USA - MA - Cambridge

Job Code
403033 Staff Assistant III

Work Format
Hybrid (partially on-site, partially remote)

Department
Harvard College Dean's Office

Sub-Unit
College

Time Status
Full-time

Salary Grade
053

Union
55 - Hvd Union Cler & Tech Workers

Appointment End Date
15-Oct-2024

Pre-Employment Screening
Identity

Commitment to Equity, Diversity, Inclusion, and Belonging
Harvard University views equity, diversity, inclusion, and belonging as the pathway to achieving inclusive excellence and fostering a campus culture where everyone can thrive. We strive to create a community that draws upon the widest possible pool of talent to unify excellence and diversity while fully embracing individuals from varied backgrounds, cultures, races, identities, life experiences, perspectives, beliefs, and values.

EEO Statement
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, gender identity, sexual orientation, pregnancy and pregnancy-related conditions, or any other characteristic protected by law.

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