Harvard University Staff Assistant III-Specialist in Cambridge, Massachusetts
44468BRAuto req ID:44468BRJob Code:403038 Staff Assistant III-Specialist Location:USA - MA - Cambridge Business Title:Department Administrator, Faculty of Arts and Sciences CommunicationsSub-Unit:Harvard Public Affairs and Communications Salary Grade:054Time Status:Full-time Union:55 - Hvd Union Cler & Tech Workers Basic Qualifications:3+ years administrative support experience in a professional services or marketing environment. Experience creating and managing budgets, submitting budget requests, and reconciling expenses preferred via systems like Concur. Strong knowledge of MS Office, including Word, Excel, PowerPoint and Outlook. Able to quickly pick-up new office technology. Strong written, telephone, and in-person communication skills. Excellent calendar management skills, including the coordination of travel and complex meetings. Ability to prioritize multiple projects, with attention to details and deadlines. Ability to manage confidential information.
Additional Qualifications:Bachelor's degree. Knowledge of emerging digital technologies a plus. Some experience in higher education or non-profit communications desirable.
Experience working within Harvard preferred.
Additional Information:Harvard University Benefits Package
Vacation/Sick/Personal/Holidays: Harvard offers 3 (union roles) - 4 (exempt) weeks paid vacation, a paid holiday break between Christmas and New Year’s Day, 12 paid sick days, 11.5 paid holidays, and 3 paid personal days each year.
Medical/Dental/Vision Benefit: Harvard offers a variety of excellent medical, dental, and vision plans which all begin on the first day of employment.
Retirement: University-funded retirement plan with full vesting after 3 years of service.
Tuition Assistance Program: Competitive tuition assistance program, $40 per class at the Harvard Extension School and discounted study options through participating Harvard Graduate Schools.
Transportation: Harvard offers a 50% discounted MBTA pass as well as parking options to assist employees in their daily commute to campus.
Wellness Options: Harvard offers programs and classes at little or no cost, including stress management, massages, nutrition, meditation, and complimentary health services. There are also fee-based athletic facility memberships available at various locations around the university for employees.
Department:Harvard Public Affairs and CommunicationsPre-Employment Screening:Education, IdentityJob Function:General Administration Duties & Responsibilities:Summary
Reporting to the Director of Administration, Harvard Public Affairs and Communications (HPAC), the Department Administrator, Faculty of Arts and Sciences (FAS) Communications, supports the Associate Dean for Communications and Marketing, FAS and other senior communications team members of the FAS Communications team as assigned and as schedules allow. This role also supports projects within the FAS Communications team with an eye toward incorporating that work across all communicators supporting the primary units of the FAS (Harvard College, the Graduate School of Arts and Sciences, the Division of Continuing Education, Admissions and Financial Aid, and Athletics) and functions to integrate activities, tools and information that broaden FAS Communications and HPAC priorities.
In support of multiple managers, this role is also responsible for calendar management requiring interaction with both internal and external management and assistants to coordinate a variety of complex meetings. They also serve as a key point-person to managing internal and external priorities and relationships for the Associate Dean for Communications and Marketing, FAS and other senior FAS Communications team members in a highly professional manner. This person attends all team meetings and takes and distributes notes to attendees.
Participates as part of the larger HPAC administration team providing back-up support for HPAC receptionist role as needed, and back-up support for other department leadership as needed.
Supports other FAS Communications team members who are responsible for managing communications projects, such as development of processes and identification and dissemination of best practices and vendor outreach and coordination. In this capacity, this person will manage RFP distribution and vendor scheduling; prepare background documents and outgoing email as necessary; assist in planning efforts; and complete other duties as assigned.
Supports the press briefing process by maintain briefing templates, researching and pulling together recent news clips for briefings, and archiving briefings.
Budget Management / HR Administration
The Department Administrator represents FAS Communications across Central Administration and the FAS, building relationships and managing core administrative work that intersects with HPAC, Central HR, FAS HR, the FAS Finance Office, etc. This role establish and manages the FAS Communications operational budget, working closely, and participating in multi-year financial planning, with FAS Finance. This person maintains, reviews, and submits financial reports to the Finance departments within the FAS and HPAC; provides support for purchasing supplies and new equipment; and arranges travel schedules and reservations as needed. This person also researches and works to resolves issues, e.g. financial data discrepancy, project concerns, technical issues with computers, etc.
Serves as the hub for all HR and team-building activities for FAS Communications, setting the agenda for and organizing senior leadership and all staff meetings, retreats, and team-building activities. This role also supports the performance management process, coordinates interviews for new positions, on-boards all new hires, and maintains updated contact sheets and important documentation of team processes and workflows.
Plays a vital part in digital support for FAS Communications, including preparing and sending emails through email clients, such as MailChimp; making web updates through Drupal-based platforms, such as OpenScholar; and making updates to or sending messages through mobile applications.
The above covers the most significant responsibilities of the position. It does not, however, exclude other duties, the inclusion of which would be in conformity with the level of the position.
School/Unit:University Administration 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 or any other characteristic protected by law.