Events Staff Assistant

11-Oct-2024

Events Staff Assistant

Faculty of Arts and Sciences

66996BR

Job Summary

Reporting to the Director of Administration but receiving guidance and instruction and work priorities from the Team Lead (the Communications/Project Manager) the Events Staff Assistant will provide the Statistics Department with the facilitation of events. The Events Staff Assistant will also provide support to other department staff who execute smaller-scale events within specific groups. The Events Staff Assistant will support the general department purchasing of office and event supplies.

Position Description

Events Facilitation:

• Orders food and completes setup and clean up (in conjunction with submitting PRESTO requests to the custodial team) for recurring department events on the calendar, which include, but are not limited to, coffee hours, faculty meetings, non-ladder faculty professional development meetings, graduate studies meetings, with the input of the Communications/Project Manager (e.g., review of proposed food purchases).
• Implements the events plan for the weekly Stat 300 PhD student seminar
• Receives instruction from the Director of Administration and Communications/Project Manager to execute staff initiatives and events (retreats, monthly staff meetings, etc.)
• Contributes to additional community building efforts in the department by ordering, and setting up (and cleaning up in coordination with custodial staff) food for courses (when requested by faculty) and student groups.
• Assists Staff Assistant with setting up food and room and cleaning up for weekly Colloquium, which includes an outside speaker and a ~45 person audience. Creates Colloquium posters for Staff Assistant.

Staff Support:

• Under the direction of the Communications/ Project Manager, carries out tasks related to annual special events, including the department winter party, Data Adventure Day (a high school community outreach event), awards ceremonies, PhD student retreats, faculty retreats, commencement, alumni career panels, the Stat 303 course’s “Grand Finale Lecture,” admitted PhD students day, job talk visits, and other events, as needed.
• Books rooms & contributes to post-event analysis.

Communications:

• Creates/prints/distributes posters, advertises events, takes and edits photos, calendar data entry, and updates local directory.
• Gathers data and assists in preparing information for the directory, newsletter, website, & social media posts.

Procurement:

• Orders and stocks office supplies.
• Initiates P-card reports for approval, contributes to the Corporate Card reconciliation, and initiates payment of vendor invoice for review and approval from the Finance Assistant, Research Administrators, and Director of Administration.

Additional Duties as required:

• Organizes office shelves and event shelves/space so that supplies are easy to find and use.
• Creates and updates mailbox and door signs.
• Hangs posters from interoffice mail
• Contributes to unit goals by accomplishing related duties as required.

This position will provide the department with sustained support with events, communication, staff support, and procurement. The role will provide event execution support to the Chair’s office, departmental classes, faculty and staff initiatives. The individual will work closely with staff and faculty groups and will interact regularly with our student populations. They will interact regularly with students, visitors, invited speakers, and vendors.

Basic Qualifications

• High school graduate or equivalent.
• 1+ year of related work experience, education beyond high school may count toward experience.

Additional Qualifications and Skills

• BA/BS degree and/or post-high school general business training is preferred.
• Strong attention to detail, organizational skills, and ability to multi-task.
• Ability to problem-solve and think on your feet in dynamic event situations.
• Comfortable with learning and using different software and systems to complete projects.
• Ability to work effectively with a team and interact well with a growing and vibrant community.
• Flexibility to work occasional overtime for events that fall outside of regular business hours.
• A positive attitude and customer service orientation.

Certificates and Licenses

Not Applicable

Physical Requirements

Lifting, pushing, pulling, squatting, standing, able to lift 30lbs.

Working Conditions

• This is an on-campus, in-person position located in Cambridge, MA
• Local travel may be required to conduct walk-throughs of event space and for procurement of supplies.

Additional Information

• All applicants MUST submit a cover letter in addition to their resume in order for their application to be reviewed. 
• Applicants may be required to complete relevant computer skill assessments as needed.
• We regret that Harvard University is unable to provide work authorization and/or visa sponsorship for this position. 
• All formal offers will be made by FAS Human Resources.

Work Format Details

This position is based primarily on-campus, in Massachusetts. This may include in-person during emergency situations (if applicable). Additional details will be discussed during the interview process. Certain visa types may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

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:

• 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

403020 Staff Assistant II

Work Format

On-Site

Sub-Unit

Sciences

Salary Grade

051

Department

Statistics

Union

55 - Hvd Union Cler & Tech Workers

Time Status

Full-time

Pre-Employment Screening

Education, Identity

Schedule

Monday through Friday 9 am- 5 pm, on occasion, off hours may be required for special events.

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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