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Harvard University Staff Assistant, Public Affairs in Cambridge, Massachusetts

59721BRAuto req ID:59721BRJob Code:403033 Staff Assistant III Location:USA - MA - Cambridge Business Title:Staff Assistant, Public AffairsSub-Unit:Harvard Public Affairs and Communications Salary Grade ( :053Time Status:Full-time Union:55 - Hvd Union Cler & Tech Workers Basic Qualifications: Minimum 2+ years of experience in positions with increasing levels of responsibility and independence. A strong command of Microsoft Office programs, with strong proficiency in Outlook, Word, Excel, and PowerPoint.

Must occasionally work additional early morning, evening and weekend hours. Requires travel to Boston-based external events.

Skills testing may be a component of the interview process for this position.

Additional Qualifications and Skills:

  • BA degree preferred.

  • Strong attention to detail.

  • Ability to handle complex and confidential information with discretion.

  • Comfortable working in a fast-paced work environment where demands may need to be reprioritized frequently.

  • Strong skills in customer service.

  • Ability to problem solve in the moment.

  • Ability to work independently with minimal supervision as well as collaboratively as part of a team.

  • Familiarity with AV and web-based communication systems (Teams, Zoom, Skype, etc.).

  • Excellent writing skills.

  • Some experience in higher education or non-profit communications desirable.

  • Motivated to learn and flexible to change.

Additional Information: Additional Information

☒ OC Regular On-Campus Presence (2+ days per week )

☒ IF Infrequent On-Campus Presence (Once per month)

Please select possible Hybrid Work Schedules for this role (you can select more than one):

☐ Primarily Remote (4+ days remote)

☒ Partially Remote (3+ days on campus)

☐ Fully On-site (100% on campus)

Department:Harvard Public Affairs and CommunicationsPre-Employment Screening:Education, IdentityJob Function:Communications, General AdministrationPosition Description:

  • Makes appointments and manages calendars and travel arrangements, arranges, and attends meetings, schedules rooms and equipment

  • Prepares agendas and produces meeting reports; collects and tracks events data for program records

  • Prepares and maintains unit's records (such as financial, personnel, administrative, student) reviews documents, reports, etc., to assure compliance with university requirements

  • Assists with virtual and in-person events and meetings; manages Zoom platform and hosts virtual events; assists with logistics for in-person events such as securing rooms, arranging for food and AV, event set-up, and cleanup

  • Enters and maintains multiple contact/mailing lists and databases of stakeholder audiences

  • Arranges for use of facilities and advises availability of services within and outside the University for events, conferences, and seminars

  • Drafts and edits written communications, including memos, briefings, presentations, and internal/external correspondence, as well as assist in the development of talking points

  • Supports communication and outreach to abutters, monitors shared email and voicemail accounts in order to respond to resident requests

  • Is available to coordinate department projects and initiatives as needed

  • May independently manage small special projects as assigned

  • May provide additional support for other department leadership, including scheduling, phone, and meeting management and in-person support as needed

    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, pregnancy and pregnancy-related conditions, or any other characteristic protected by law.Job Summary: The Staff Assistant, Public Affairs provides administrative and project support for the leadership of Harvard Public Affairs and Communications’ (HPAC) Public Affairs team. This team is responsible for external relations covering state and local government and community relations as well as community programs. The Staff Assistant is responsible for ensuring smooth operations of the department through the coordination of complex calendars and travel arrangements for leaders on the Public Affairs team. Daily responsibilities include quickly and efficiently supporting scheduling requests, supporting the execution of both small- and large-scale events in Cambridge and Boston, helping to triage requests and correspondence arriving via phone, postal mail and through a shared email inbox, and managing contacts and mailing lists in a database of stakeholders. Showing significant independent judgment in identifying and resolving potential scheduling conflicts, the Staff Assistant will liaise with a variety of both internal and external constituents (including university leaders and their administrative support teams, as well as faculty, staff, community-based organizations, etc.) and support special projects as assigned. In public and community-facing events and settings, the Staff Assistant will be expected to represent the university with warmth, discretion, and responsiveness.

The Staff Assistant will also serve as a member of the broader HPAC administrative team. While working closely with the public affairs team, the Staff Assistant, Public Affairs reports to the Director of Administration, HPAC and will also collaborate to provide administrative and project support for efforts and key initiatives across all of HPAC.

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.