Reporting to the Ed Portal Manager, the Ed Portal Receptionist supports Harvard Ed Portal front desk and serves as a member of the operations team that works to ensure the Harvard Ed Portal (HEP) is operating smoothly, lending support and/or providing coverage to members of the team as needed. www.edportal.harvard.edu
The Receptionist is the "face of the Ed Portal" and is responsible as the first line of response for all visitors to the Ed Portal. They are also responsible for the oversight of the scheduling the use of the Education Portal along with enforcement of Ed Portal policies; facilities management; supply ordering and stocking, and occasionally overseeing volunteers and temporary employees. The receptionist performs a wide range of complex and sometimes confidential administrative and clerical duties to support programs, events, scheduling of the Harvard Ed Portal. The receptionist provides general support for the Harvard Ed Portal. As the receptionist, duties include but are not limited to answering phones, directing calls, answering questions, maintaining office calendars, supply ordering, scheduling meetings, photocopying, faxing, filing and updating databases.
The receptionist communicates with and provides services to a wide range of internal and external constituents related to the facility, outreach, community programs and related activities. Anticipates and resolves problems. Updates manager on status of projects. The Receptionist is the primary person dealing with membership issues and signing up individuals and families for membership. The receptionist needs to be able to stay up to date on all programs in the Ed Portal in order to answer questions and support visitors.
The receptionist will also provide event support for the programs occurring in the Harvard Ed Portal including arranging parking, food, space, equipment, furnishings (i.e. tables, chairs) and other event logistics, as necessary.
The Receptionist is responsible for updating the membership database with relevant information, sending out monthly membership renewals, updating the database as information comes in. Additionally, he/she needs to have a high level of attention to detail, excellent proofreading skills, the capability to work with and learn database systems and troubleshoot technical problems at a basic level and perform other duties as required.
The Receptionist is responsible for managing the physical space and all associated functions and contracts associated with cleaning and building facility needs. They are the primary point of contact with Harvard Real Estate Services in scheduling and maintaining the facility. The receptionist relays information, prioritizes projects based on scheduling and ensures the facility is maintained, repaired and clean.
The receptionist is also the primary person managing the supply ordering for the Ed Portal. It is their job to ensure that inventory is kept at appropriate levels, working with the AD for the Ed Portal to ensure budgets are met.
The receptionist will coordinate with the Ed Portal Communications Team to help review the weekly Ed Portal newsletter, post marketing material, ensure that the digital screens are updated, and review the Ed Portal website.
This person will liaise with program staff, vendors and contractors that work in the Ed Portal and provide administrative and operational support as needed.
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: 052
Union: 55 - Hvd Union Cler & Tech Workers
1-3 years of relevant experience
Strong written and verbal communication skills and ability to communicate with a diverse population.
Advanced competency in Microsoft Office Applications, particularly Outlook, Word, Excel, and PowerPoint, OneDrive and Google Drive/Google Apps; skills testing may be a component of the interview process for this position
Prior experience with database systems such as Sumac, or the ability to learn such systems
Prior knowledge/ability to learn online event management tools such as Eventbrite, and other web-based applications
Ability to pass a CORI/SORI check.
Highly organized self-starter
This job operates in a professional office environment and requires the ability to use standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines
Physical ability to move and lift up to 25lbs. (i.e. tables, chairs, boxes)
The candidate should have superior organization skills to work on shared job responsibilities.
Schedule Wednesday 12-7 Thursday 10-7 Friday 10-5
Work hours may include evenings and weekends on occasion as program needs dictate.
Familiarity with local non-profit organizations focused on K-12 audiences, health and wellness, workforce development, economic development and/or the arts
Ability to handle complex and confidential information with discretion
Portuguese, Cantonese, Mandarin and/or Spanish language skills desired
Familiarity with the Allston-Brighton community helpful
The ability to manage competing priorities in an environment with frequent interruptions
This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.
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: 49856BR
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.