Provides administrative support to the Director of the Center for Workplace Development and their direct staff. (On occasion this position will assist other staff in CWD as directed by the Director for Workplace Development)
Performs a variety of administrative duties for the Director of CWD and their direct reports, including, but not limited to scheduling meetings, presentation preparation, emergency contact list maintenance, transcribing meeting notes, distributing mail, and supply ordering through HCOM.
Reviews Pcard transactions on a weekly basis and enters business description and proper budget coding.
Acts as delegate for any CWD reimbursements including Concur transactions as needed by the CWD team.
Ensures that all invoices are delivered in a timely manner to be paid by Financial Coordinator.
Program and Service Support (50%):
Works with all Program Managers in CWD to coordinate program activities including scheduling meetings and catering for events.
Creates and distributes materials for CWD Programs including graphic design production work and presentation materials for CWD programs.
Assists CWD program managers with creating name badges, tents, and contact lists for all program participants as needed.
Serves as primary back up for Reception and Facility Coordinator and assists with backup for other PPM staff support positions as needed.
Facilities and Event support (25%):
Assists Program Managers in CWD with planning, logistics, and implementation of events, including room-setup for CWD training programs.
Works with reception coordinator to set-up training spaces as required including all AV support as needed.
Ensures that all 3 CWD copy rooms are fully stocked and organized.
Ensures that the CWD training, classroom and meetings spaces are organized and clean.
Ensures that the catering kitchen is organized, and that food is not left overnight in the kitchen.
Works with the Facilities Coordinator to ensure that weekly/yearly cleaning of the kitchens and carpets is scheduled in a timely manner.
Must have a client service orientation; extremely customer focused and enjoy working in an environment serving employees from across Harvard.
Flexible with a high sense of accountability and responsibility to get the job done on time, focused on client satisfaction and delivering positive results.
Demonstrated attention to detail, able to work independently, be proactive, take initiative, and be punctual.
Must be able to multi-task and maintain a high level of service and ability to handle stressful situations calmly, professionally, and tactfully.
Good written and oral communications skills required.
Ability to work on graphic design materials and PowerPoint for CWD programs.
Must be able to work collaboratively with the PPM administrative support team and be invested in the team's success
Harvard Human Resources is committed to enabling Harvard's world changing mission through inclusive excellence in Human Resources practices. 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
Please note: Candidates must be able to demonstrate these basic qualifications in resume and cover letter in order to be considered for this position:
Three or more year of related experience. Education beyond high school may count toward experience.
Computer skills required, including experience with Microsoft Office Suite, particularly Excel, Power Point and Word.
College background or equivalent experience preferred.
History of demonstrated productivity in an administrative setting.
Strong written and oral communication skills required.
Strong customer service skills.
Ability to work independently with minimal supervision and as part of a team.
Excellent time management and organizational skills.
Attention to detail.
Ability to handle complex and confidential information with discretion.
Strong computer skills and comfort with MS Office, particularly Excel, Power Point and Word
Working knowledge of Harvard systems a plus.
Position includes but is not limited to the following: daily stooping, bending, and reaching overhead to obtain items up to 10 pounds; regularly carrying or lifting items weighing up to 29 pounds, regularly reconfiguring room set ups requiring up to 24 pounds of pressure; occasionally assisting a co-worker with moving tables weighing 142 pounds.
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: 51228BR
About Harvard University Planning and Project Management
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.