Staff Assistant

27-Aug-2024

Staff Assistant

Faculty of Arts and Sciences

66600BR

Job Summary

Reports to the Manager of Financial Operations, the Staff Assistant position is part of a three-person team that provides complex administrative services and faculty support to the entire Department of Mathematics, including 21 Senior faculty, 20 Benjamin Peirce Fellows, 20 teaching faculty (Sr. Lecturers, Sr. Preceptors, Preceptors, Lecturers); 60 graduate students, 260 undergraduate math concentrators/joint concentrators; and numerous visiting faculty and researchers.

The position supports a growing portfolio of programmatic, community-building events, research, and faculty/staff events. It also helps with a variety of departmental activities and projects of varying size and scope and handles multiple responsibilities and competing priorities with efficiency, attention to detail, discretion, and minimal supervision. Supports administrative, educational, research, and social events of varying scope and scale, including seminar series, special lectures, symposia, conferences, and special occasion gatherings.

Position Description

General Administration:

• Serves as subject matter expert and principal administrative contact and liaison to all Mathematic Department members and visitors providing timely information on policies and procedures.
• Facilitates effective communication within and outside the Department. Provides strong customer service to all constituents seeking assistance in person, by phone, or by email. Addresses inquiries and/or routes them to the appropriate team member in a timely manner.
• Supports the main office in all onboarding/off-boarding processes. Meets and greets incoming visitors. Helps with coordinating office keys and mailboxes and is a backup person for a few general department email accounts (mainoffice@math and seminars@math).
• Provides administrative support to faculty, fellows, students, and visitors such as copying, scanning, printing, etc.
• Composes, proofreads, edits, and prepares correspondence, including recommendation letters. Organizes electronic files on the Math Administrative Team Google Drive.
• Receives, sorts, and distributes daily mail and packages.
• Works closely with and serves as liaison with the Building Operations team on building-related matters.
• Serves as liaison for all aspects of Ricoh and Xerox copiers, including monthly usage reports, ordering supplies, machine maintenance/repairs, etc. Coordinates the assignment of copy codes.
• Serves as liaison for all aspects of Nespresso coffee machines, including monthly usage reports, ordering supplies, machine maintenance/repairs, etc.

Events related:

• Assists with event planning, including instructional lunches and daily after-seminar social gatherings.
• Helps with a moderate portfolio of events that includes but is not limited to community-building events, departmental receptions, lectures, conferences, seminars, staff events, and so forth.
• Maintains main office, common areas, kitchen, copy/supply areas, and alcoves ensuring that these common spaces are neat and organized.
• Maintains general inventory of supplies, keeping them organized, well stocked, and accessible. Purchases supply and reconciles own Purchasing Card into the applicable financial system.
• Researching and recommending vendors/venues; negotiating contracts and tracking spending for review; internal and external communications; coordinating accommodations, transportation, registration, catering, security, and facilities; design and distribution of promotional and conference materials; event setup/take down; contracting and payment to internal and external vendors.

Supplies:

• Maintains general inventory of supplies, including office and kitchen supplies, printer paper, toner cartridges, storage spaces, etc.
• Keeps the supplies organized, well stocked, and accessible.
• Purchases supply and reconciles own Purchasing Card into the applicable financial system.

Other duties as required but not limited to:

• Assists the Mathematics Department administrative leadership team with various special projects.
• Provides faculty support when necessary.
• Provides logistical support and back-up coverage for other departmental staff as needed, including at in-person events and activities. Assists with daily routine and inquiries.
• Helps with miscellaneous administrative and clerical support consistent with the role, including calendaring, scanning, online research, and ordering supplies.
• Performs other duties as assigned.

Basic Qualifications

Three or more years of related experience. Education beyond high school may count towards experience. Experience with Zoom, Microsoft Office Suite (Word, and Excel), Adobe, Google Suit, Google Forms, and/ or Mac-based operating systems is required.
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Additional Qualifications and Skills

Experience working in a university setting. Business training beyond high school or college background is strongly preferred.  A team player who is flexible and comfortable working in a fast-paced, culturally diverse, multi-person office environment. Interacts professionally and diplomatically with faculty, researchers, staff, and visitors with diverse backgrounds and roles
Demonstrate oral and written communication skills. Ability to handle confidential information with discretion. Ability to manage complex and multiple projects simultaneously to meet the required deadlines. Strong customer service and interpersonal skills. Capacity to learn new programs and technologies Ability to work independently with minimal supervision. 

Working Conditions

Monday - Friday, in-person in the office. Occasional weekends and overtime may be required

Additional Information

We are unable to provide visa sponsorship for this position

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. 

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

403033 Staff Assistant III

Work Format

On-Site

Sub-Unit

Sciences

Salary Grade

053

Department

Mathematics

Union

55 - Hvd Union Cler & Tech Workers

Time Status

Full-time

Pre-Employment Screening

Identity

Schedule

35 hours per week

Monday - Friday, in-person in the office. Occasional weekends and overtime may be required

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.