Summary The Staff Assistant III will support a variety of events that drive key outreach and relationship priorities with constituents external and internal to Harvard University. The Staff Assistant III will also perform a variety of complex administrative and operational duties in support of Harvard's broader public affairs and communications efforts. The Staff Assistant III may also support one or more senior members of the HPAC leadership team as assigned, which may include convening meetings or scheduling responsibilities, working independently with minimal supervision. This role will work across teams and functions to integrate activities, tools and information in service to broaden departmental priorities. This position requires professionalism and a high level of organization, serving as a principal administrative contact and liaison for internal and external department constituencies. Anticipates and resolves problems and updates supervisor on status of projects. May oversee work of other staff or volunteers, students, interns and temps.
Typical Duties and Responsibilities include the following. Other duties may be assigned as needed.
Makes appointments and manages calendars, arranges meetings, schedules rooms and equipment.
Compose, proofread, edit and prepare invitations, correspondence, reports, marketing collateral, and other materials using word processing, spreadsheets and/or databases.
Works as part of a team responsible for planning, organizing, and executing events, projects, presentations, and large meetings both on campus and in the community. Events will range from small, casual events, to large events.
Supports the development of event or project plans, work flow, and budgets.
Tracks event and project-related spending as assigned and elevates irregular spending to the Associate Director of Special Projects and event team leaders.
Facilitates and oversees all logistics including but not limited to procuring space, ordering catering, and setting up program spaces.
Working closely with the Associate Director of Special Projects and other colleagues, supports event-specific teams of colleagues from within the department and across the university.
Organizes and implements administrative systems and procedures performing necessary support duties by maintaining updated department-wide contact sheets and invitation lists, along with important documentation of office processes and workflows.
Supports and helps organize facilities-related requests and issues.
Provides back-up support for department receptionist, including participation in front desk coverage schedules. May provide additional temporary support for other department leadership, including scheduling, phone and meeting management and occasional 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.
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.
Harvard Public Affairs and Communications is committed to diversity and fostering an inclusive workplace. We welcome applicants who bring varied experiences, backgrounds, and expertise to advance the work of the department in service to Harvard's mission.
Salary Grade: 053
Union: 55 - Hvd Union Cler & Tech Workers
Education: Business training beyond high school or college background preferred, or an equivalent of education plus relevant business experience.
Skills and Experience: 3 or more years of related experience. Education beyond high school may count toward experience. Appropriate communication skills and high attention to detail required. Ability to work independently with minimal supervision. Ability to handle complex and confidential information with discretion. Competency using a variety of computer software. Aptitude or advanced knowledge of word processing, spreadsheets, and/or databases.
We are looking for a highly energetic team player who is focused, motivated to learn and flexible to change. Strong attention to detail. Ability to prioritize work in an environment with multiple and conflicting interests. Proven ability to meet deadlines and deliver projects on a timetable. Ability to handle complex and confidential information with discretion. Team player with excellent interpersonal, verbal and written skills. Demonstrates resourcefulness and initiative in dealing with broad-ranging requests. Ability to handle complex and confidential information with discretion. Some experience in higher education, government, or non-profit communications desirable.
EQUAL OPPORTUNITY EMPLOYER: 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, or any other characteristic protected by law.
Internal Number: 50169BR
About Harvard University Administration
Harvard University is devoted to excellence in teaching, learning, and research, and to developing leaders in many disciplines who make a difference globally. The University, which is based in Cambridge and Boston, Massachusetts, has an enrollment of over 20,000 degree candidates, including undergraduate, graduate, and professional students. Harvard has more than 360,000 alumni around the world. The University has twelve degree-granting Schools in addition to the Radcliffe Institute for Advanced Study, offering a truly global education. Established in 1636, Harvard is the oldest institution of higher education in the United States.