Harvard University Staff Assistant III in Cambridge, Massachusetts

45029BRAuto req ID:45029BRJob Code:403033 Staff Assistant III Location:USA - MA - Cambridge Business Title:Administrative Assistant, Common SpacesSalary Grade:053Time Status:Full-time Union:55 - Hvd Union Cler & Tech Workers Basic Qualifications:Bachelor’s degree, 2-3 years of applicable work experience in an office environment that is customer-facing. Additional Qualifications:Must be highly organized with great attention to detail. High degree of comfort working and effectively communicating with a variety of people and audiences. Interest in community building and audience engagement. The successful candidate must possess exquisite listening abilities, strong written and verbal communication skills, and enthusiasm for working effectively within a complex organizational culture. Previous work in higher education preferred.Additional Information:Technology Skills Required: Knowledge of University-specific applications helpful: OBI, General Ledger, Oracle, and P-Card Settlements system preferred. Experience in editing a web-based content management system with calendaring and uploading images and event information. Experience using social media tools for program promotion. Experience in room booking software oversight.

Physical Requirements: Must be able to lift up to 25 lbs., comfortable standing and moving during much of the working day.

Schedule: Monday - Friday, 8am-5pm with additional evening hours as needed (1-2 ‘late night’ evenings per week during academic year).

Emergency Status Designation: Non-critical Personnel

Department:104067Pre-Employment Screening:Education, Employment, IdentitySchedule:Schedule: Monday - Friday, 8am-5pm with additional evening hours as needed (1-2 ‘late night’ evenings per week during academic year).

Job Function:General Administration Duties & Responsibilities:Position Summary: The Staff Assistant III is a new role that will help to support the launch of Harvard’s new Richard A. and Susan F. Smith Campus Center in the fall of 2018. Reporting to the Director and Associate Director, the Common Spaces Staff Assistant III will be a key player within a small and fast-paced program, providing excellent customer service to the Harvard community and ensuring smooth operation of the Common Spaces office and spaces.

The Staff Assistant III will be a first point of contact for day-to-day operations and will be well versed in the types of spaces and resources available at all of the Common Spaces venues in order to best support the Harvard Community. They will handle all inquiries to the Common Spaces office via phone, email, web, or in person. They will enter and/or review all calendar bookings for the Smith Campus Center and outdoor venues including the Plaza and post daily schedules for each space. They will manage and organize administrative work flows for the department to maximize efficiencies.

Specific Responsibilities:

  • Greets and assists Common Spaces visitors, students, faculty, and staff.

  • Prints daily overall reports and schedules for team.

  • Physically scans each Smith Campus Center space for setup needs for morning activities.

  • Reviews HU self-scheduled new bookings from overnight/weekend and confirms them or flags for follow-up issues to be reviewed with Common Spaces team.

  • Write IT/AV/Event setup requests for self-booked spaces as needed.

  • M-F, responds to every inquiry within 24 hours; phone calls within the same business day.

  • Forwards all special requests for SCC and Outdoor spaces to respective Program Coordinators for follow-up review and coordination.

  • Assists with presentation materials, report analysis, meeting coordination and setup.

  • Tracks expenditures and processes monthly invoice payments using Harvard applications.

  • Collects content for distribution emails to Common Spaces listserv regularly.

  • Assists the Common Spaces team with communications duties including website updates, social media, and special signage for Common Spaces events.

  • Participates in emergency preparedness training and coordinates with Securitas/HUPD.

  • Initiates, organizes, and implements administrative systems and processes for efficient office management.

  • Manages office equipment and supplies for the Common Spaces team and coordinates repairs, installations, and deliveries.

  • Staffs ‘late night’ evening events on the SCC or Plaza as needed.

School/Unit:Campus Services 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.