Ensures smooth day-to-day functioning of department's front office environment to meet faculty, student, staff and visitor needs.
Responsible for ensuring adequate personnel (i.e. staff, students, temps) to handle volume and skill-needs in front office. Requires complex schedule coordination, task delegation and sophisticated project management.
Develop systems and processes to ensure that routine administrative tasks are done as scheduled and to the highest standard, including activities related to: office supplies; copier/printers; building signage; mail and packages; building and office access management
Recruit student and temp worker applicants and manage their work portfolios.
Formulate work study and summer internship activities as distinct department programs through strategy development and program management.
Organizes and implements systems to efficiently and effectively facilitate communication internally and externally.
Handles general department internal and external inquiries (e.g. phone calls, monitoring departmental email account).
FACILITIES & EQUIPMENT MANAGEMENT
Serves as liaison between the Office of Physical Resources' furniture manager and building manager for the department's physical resource needs, which occupies nearly all Littauer Center, and serves as department's source of information on departmental building and furniture policies and procedures.
Organizes and implements systems to fulfill equipment, furniture and space needs; and troubleshooting issues that arise in all these areas, including building maintenance requests.
Handles emergency situations and coordinates office moves to accommodate required maintenance needs.
Coordinates all office and classroom moves throughout the year.
Support Office of Physical Resources during construction project needs.
Manages vendor relationships and related departmental agreements.
Manages non-course related space needs.
Facilitates room set-up for space requests and communicates schedule/booking arrangements to stakeholders.
Organizes and implements systems and policies to manage front office assets.
Provides wide range of high-level administrative support to department leadership, primarily the Executive Director (ED), and secondarily, Associate Director of Administration (ADA), handling confidential information.
Manages the daily and long-range calendar for the Executive Director and ADA, including scheduling meetings, coordinating meeting logistics, preparing agendas, and documenting/driving follow-up activities and deliverables.
Drafts and edits email, meeting notes, memoranda, routine personnel letters, and other general correspondence.
Develops electronic systems and workflows for scheduling, task management, and other administrative tasks.
Processes corporate card reimbursements.
Coordinates travel and lodging logistics as needed.
Coordinates department events and community building events.
Coordinates logistics, including food and beverage, space, AV and equipment needs, and material preparation.
Assists with event program and content planning.
Monitors event budgets and processes all financials for departmental approval.
Manages related vendor relationships.
Fields inquiries for department event (co)sponsorship.
Exact schedule will be determined upon hiring.
All formal offers will be made by FAS HR.
Salary Grade: 054
Union: 55 - Hvd Union Cler & Tech Workers
Three or more years' experience in an office setting.
College degree preferred. Excellent organizational skills with ability to prioritize work in an environment with multiple and conflicting interests. Proven project and/or program management skills. Excellent interpersonal and communication skills. Ability to work independently with minimal supervision. Ability to handle complex and confidential information with discretion. Competency using a variety of computer software. Preferred advanced knowledge of Word, spreadsheets, and/or databases; may be tested on appropriate computer skills as required. Experience with MS Office.
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: 50748BR
About Harvard University Faculty of Arts and Sciences
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.