Reporting jointly to the Director of Operations and Finance and the Director of Scholarly and Public Programs, this position is responsible for a wide variety of complex administrative coordination, duties, and projects, event and meetings coordination and management, and other support as needed at Houghton Library. Facilitates work across departments and updates processes and documentation as needed. Serves as the initial point of contact and resource person for events, projects, and staff. Facilitates communication flow among the department and with other Libraries and contributes to team effort by accomplishing other duties as required.
Houghton Library is Harvard's principal repository for rare books and manuscripts, literary and performing arts archives, and more. The library is a destination for students and scholars on campus and around the world, and each year welcomes thousands of researchers and students into its reading room and classrooms. Houghton Library's collections represent the scope of human experience from ancient Egypt to twenty-first century America. With strengths primarily in North American and European history, literature, and culture, collections range in media from printed books and handwritten manuscripts to maps, drawings and paintings, prints, posters, photographs, film and audio recordings, and digital media, as well as costumes, theater props, and a wide range of other objects. To learn more about the collections and Houghton Library, please visit our website at https://library.harvard.edu/libraries/houghton.
Manages Associate University Librarian for Special Collections' calendar and independently schedules appointments. Coordinates travel arrangements. Processes reimbursements and reconciles corporate cards on a monthly basis. Arranges for catering and other logistics for meetings. Creates correspondence and maintains records. (20%)
Provides support for staff of Houghton Library, including calendar support for senior managers and large staff meetings, wiki updates (internal website), website edits, and general supply ordering. Manages building and maintenance issues with building operations, and acts as IT liaison with Harvard University Information Technology which includes managing the local inventory of phones and computers. (20%)
Processes invoices and setups vendors in the Harvard payment system. Tracks payments and communications with vendors as needed. Works with Harvard International Office to obtain J-1 visas for visiting foreign fellows. (10%)
Coordinates events support, including room reservations, ordering catering, invitations, social media posts and other promotional outreach. Works on virtual programming planning, setup, and support. This support is for Houghton Library and will consist of internal and external events. Events will be a combination of virtual, hybrid, and in-person. This position supports the Houghton Library Visiting Fellowship Program with administrative logistics as well. (40%)
Creation and documentation of best practices for administration and events support. (5%)
Project support as needed including creation and management of data in Excel spreadsheets as well as schedules and communications. (5%)
Contributes to unit goals by accomplishing related duties as required including participation in team projects.
Diversity, Inclusion, Belonging and Anti-Racism at Harvard Library
Harvard University aims to be the world's recognized leader in sustainable inclusive excellence by fostering a campus culture where everyone can thrive. Working in close collaboration with offices across the university, the Harvard Library is becoming one of the campus leaders in advancing equity, diversity, inclusion, belonging and antiracism. We believe that an inclusive environment that cultivates and promotes understanding, respect, and collaboration across our diverse workforce enables our success. As well, we believe that our work with faculty, students and researchers to explore answers to intellectual questions, enduring and new, and to seek solutions to the world's most consequential problems, requires that we not only reflect, but also advance our diverse society.
Harvard Library's core values are the foundation upon which our antiracism agenda is being developed. Our values emphasize that we lead with curiosity, seek collaboration, champion access, aim for the extraordinary, and cultivate and celebrate diversity in our collections and our community to construct a more inclusive and just world. Our focus on antiracism is a commitment to live our values. It is about building not only a better organization, but a better research library – an exemplary antiracist research library. We aspire to be global leaders in expanding world knowledge and intellectual exploration, and that starts on our campus, where we are a center for knowledge supporting our faculty and students in pursuing antiracism through their research, teaching and learning.
Our commitment to antiracism is a commitment to addressing other forms of discrimination as well, such as those based on gender, sexuality, religion or ability. Our antiracism work will continue a strong record of diversity initiatives, ranging from targeted collection development and the design of inclusive spaces to a learning journey for staff and a focus on employee recruitment and retention. We are deeply committed to increasing diversity in the profession, through activities such as our longstanding membership in the Association of College and Research Libraries (ACRL) Diversity Alliance and the Association of Research Libraries (ARL).
Salary Grade: 055
Union: 55 - Hvd Union Cler & Tech Workers
Five or more years of related experience.
Demonstrated experience with Excel and Outlook.
Experience with events planning and support, as well as project coordination.
Previous customer service experience in any industry.
College degree is strongly preferred, or an equivalent of education plus relevant business experience.
Commitment to supporting efforts to foster diversity, inclusion, belonging, and antiracism in library, university, and professional contexts.
Demonstrated organizational skills with particular ability to prioritize work in an environment with multiple and conflicting interests.
Ability to project manage large initiatives with experience in managing multiple stakeholders, communication streams, and data streams.
Calendar management for executive-level schedule.
Must have excellent communication and interpersonal skills and the ability to prioritize competing demands, to meet deadlines and work effectively and independently in a fast-paced environment.
Must be able to work as a team player and perform duties with a high degree of speed, accuracy and attention to detail.
Ability to work independently with minimal supervision.
Ability to handle complex and confidential information with discretion.
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.
The Edmond J. Safra Center for Ethics at Harvard University seeks to strengthen teaching and research about pressing ethical issues; to foster sound norms of ethical reasoning and civic discussion; and to share the work of our community in the public interest.
Widespread ethical lapses of leaders in government, business and other professions prompt demands for more and better moral education. More fundamentally, the increasing complexity of public life - the scale and range of problems and the variety of knowledge required to deal with them - make ethical issues more difficult, even for men and women of good moral character. Not only are the ethical issues we face more complex, but the people we face them with are more diverse, increasing the frequency and intensity of our ethical disagreements.
Given these changes in the United States and in societies around the globe, the Center seeks to help meet the growing need for teachers, scholars, and leaders who address questions of moral choice across many of the professions and in public life more generally, and promotes a perspective on ethics informed by both theory and practice. We explore the connection between the problems t...hat professionals confront and the social and political structures in which they act. More generally, we address the ethical issues that all citizens face as they make the choices that profoundly affect the present and future of their societies in our increasingly interdependent world.