Job Listings

Staff Assistant

Company:
Harvard University
Job Location:
Cambridge, 02138
Category:
Admissions and Enrollment
Type:
Full-Time
Harvard Divinity School

66026BR

Position Description
General Duties and Responsibilities
Staff the front reception desk. Provide excellent customer service and assistance to prospective and current students, faculty, administrators, and others inquiring about programs at Harvard Divinity School as well as general information on admissions and financial aid procedures. Order office supplies, manage inventory, maintain overall appearance of visiting area, and coordinate shredding service. Reconcile P-Card weekly and maintain all other financial records and receipts for the office. Support Admissions Officer in overseeing Graduate Assistant schedules and projects. Arrange room reservations and manage the office calendar for HDS Admissions. Update and create documentation for business processes as requested/needed.

Recruitment and Yield Support
Schedule on-campus informational meetings and tours for prospective students. Schedule and support virtual information sessions. Handle all recruitment mailings including merging and printing letters and labels from the Slate admissions system. Provide general support to recruiting staff before and during recruitment travel. Receive and process all inquiries from prospective students. Provide support for advertising and marketing initiatives. Assist with the coordination of seasonal on-campus recruitment events, including Preview Days, Virtual Open House, Diversity and Explorations Program and Admitted Students Open House. Order all HDS giveaway items to ensure that all designs comply with Harvard's trademark office.

Applications Processing Support
Assist with the development and execution of application completion process.

Receive and process: online applications, supporting credentials and recommendations via Slate; supplementary application materials submitted via mail; electronic standardized test scores from ETS and IELTS. Application processing includes: scanning all materials submitted on paper; ensuring all applications, standardized test scores, letters of recommendations and other supporting credentials are added to the appropriate applicant's file. Handle all data entry in Slate as needed. Manage cash management process and receive, record, and reconcile application fees. Assist with the preparation of materials for the admissions committee. Track all responses from incoming, declined, waitlisted applicants. Merge, print and mail all admitted student packets. Support the transfer of student application files to the registrar's office for the matriculating class. Maintain electronic and paper filing and archive system. Manage application fee waiver, and re-application processes.

Assist admissions staff in other duties as assigned.

Basic Qualifications
  • Two or more years of related higher education or admissions experience required.
  • Must be able to work occasional evenings during recruitment (September - November) and during the admissions season (January - March).
  • Candidates wishing to be considered must supply a cover letter in addition to a resume.
Additional Qualifications and Skills
  • Bachelor's degree or equivalent preferred.
  • Excellent written and verbal communication skills required.
  • Ability to work independently and collaboratively on a team.
  • Ability to handle complex and confidential information with discretion.
  • Experience providing high-quality service in a high volume, service-driven environment; proven ability to stay organized and multi-task with frequently shifting priorities and interruptions; proficient user of MS office applications (Word, Excel, PowerPoint, Access).
  • Experience working effectively with students and diverse constituencies; solid problem-solving skills; superior detail orientation; solid written skills; knowledge of admissions, HDS and Harvard University helpful; familiarity with Slate a plus.
*IMPORTANT NOTE: Your cover letter and resume should be combined into a SINGLE DOCUMENT under the resume tab. Cover letters are required for every position at Harvard Divinity School. We regret that the Harvard Divinity School does not provide Visa sponsorship.*

Working Conditions
This position is based in Cambridge, MA and requires an on-campus presence. All HDS positions have a regular schedule of Monday - Friday, 9am - 5 pm. A hybrid schedule, involving some remote work, may be possible, subject to business needs and manager and HR review/approval. HDS may adjust flex schedules as necessary or appropriate. Harvard has an established Flexwork Policy.

Please Note: We are currently conducting interviews virtually for selected candidates. Final interviews may be conducted on campus.

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. 

Additional Information
Starting salaries typically fall in the lower half of the salary range; however, they are ultimately determined by the scope of the position, the candidate's relevant experience, and internal equity.

Harvard Divinity School seeks to respect, understand, and learn from all cultures, beliefs, and faith backgrounds, including those who are unaffiliated with a traditional denomination, of the members of our diverse community. HDS actively seeks and welcomes people of color, women, the LGBTQIA+ community, persons with disabilities, and people at intersections of these identities.

Founded in 1816, Harvard Divinity School is most religiously diverse divinity school in the United States and is one of 12 graduate/professional schools at Harvard University. HDS is grounded in pluralism and fosters the kind of thoughtful, respectful exchange of ideas that is vital for human flourishing. The School's degree programs prepare students for careers in academia, ministry, and a wide range of roles across the nonprofit, private, and public sectors.

Work Format Details
This is a hybrid position that is based in Cambridge, Massachusetts. Work is expected to be performed in an office setting, but may be remote, as directed by HDS. All remote work must be performed within one of the Harvard Registered Payroll States, which are currently Massachusetts, Connecticut, Maine, New Hampshire, Rhode Island, Vermont, Georgia, Illinois, Maryland, New Jersey, New York, Virginia, Washington, and California (CA for exempt positions only). Additional details will be discussed during the interview process.

Benefits
We invite you to visit Harvard's Total Rewards website (https://hr.harvard.edu/totalrewards) to learn more about our outstanding benefits package, which may include:
  • Flex-work options at HDS, including an optional summer compressed workweek (end of May through mid-August)
  • 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)

Sub-Unit
*

Salary Grade
053

Department
Admissions

Union
55 - Hvd Union Cler & Tech Workers

Time Status
Full-time

Pre-Employment Screening
Education, 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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