Administrative Assistant

01-Nov-2024

Administrative Assistant

Faculty of Arts and Sciences

67174BR

Job Summary

The Administrative Assistant—reporting to the Associate Director for Administration—is a member of the Administration team at the Office for the Arts (OFA), staffs the front desk, supports office finance and administration, and serves as the primary administrative support for the Director of Programs. The position is a first point of contact and serves as an information resource for students, colleagues, and guests. The position helps to ensure a welcoming environment and is responsible for a range of administrative duties in support of OFA initiatives and strategic priorities. This is an in-person, on-site (Cambridge) position.

Position Description

Administration 35%

• Reception: Serve as the welcoming first point of contact for the OFA, which includes:
  • Greeting in-person visitors including students, artists, guests and University colleagues
  • Answering phone, mail, and e-mail inquiries with friendly responsiveness
  • Developing a broad understanding of the workings of the OFA, so that questions can be fielded with courtesy, promptness, and expertise
• Office / Building: Keep the OFA headquarters at 74 Mount Auburn St, well-supplied and organized. This includes:
  • Ordering and organizing supplies
  • Maintaining lost and found
  • Overseeing package/bulk mailing deliveries
  • Neatening and organizing shared spaces
  • Operating office equipment (e.g., copiers, printers, etc.), and enlisting vendor support for repairs and maintenance as needed
  • Liaising with security, facilities maintenance, and other constituents for office and building needs 
  • Overseeing and scheduling use of shared spaces (e.g., Director’s Studio and Common Room) both internally and in the University’s space scheduling system
  • Supporting the administration team regarding emergency protocols according to University and FAS guidelines (e.g., assist with documentation and communication of policies and time-sensitive announcements)

• General Administrative support: Provide administrative support to ensure smooth operations of OFA’s programs and infrastructure, including:
  • Maintaining and updating contact lists (e.g., staff list, email listservs, donor databases, etc.)
  • Maintaining complex shared internal calendar tracking programmatic and administrative events 
  • Entering data in FileMaker or other database systems as requested
  • Preparing documents, presentations, graphic files, web pages, letters, and other forms of communications/messaging, including mail merges, mass mailings
  • Organizing internal events (e.g., coordinating catering for staff and student functions, booking rental space, arranging for AV needs, etc.)
  • Assisting staff with records management processes for print and digital files on shared drive 
  • Acting as OFA contact and intermediary for University Archives and off-site storage (Records Management Services)
  • Scheduling complex groups meetings / interviews
  • Assisting and supporting special project planning 
  • Other administrative tasks as needed

Financial 15%

• Expense processing / credit card reconciliations. Provide purchasing/corporate card reconciliations and expense reimbursements for OFA senior leadership
• Accounts Payable. Process vendor invoices and non-employee reimbursements for payment via University’s procurement system
• Other financial tasks as needed

Staff Assistance 50%

• For the Director of Programs. Serve as the primary administrative support for the Director of Programs, including:
  • Managing Director of Program’s calendar, organizing meetings, and taking meeting minutes as requested
  • Researching special topics as requested 
  • Assisting in event planning and programmatic initiatives 
  • Arranging travel for Director of Programs or visitors, as needed
  • Special projects, as needed  

Basic Qualifications

• High school graduate or equivalent 

• Three + years of office or customer service experience or equivalent.  

Additional Qualifications and Skills

• Excellent communication skills 

• Knowledge of MS Office 
• Experience in arts administration or working in a college setting
   
• Ability to work in person M-F 9am-5pm

Working Conditions

The health of our workforce is a priority for Harvard University. With that in mind, we strongly encourage all employees to be up to date on CDC-recommended vaccines.

Additional Information

The Office for the Arts at Harvard (OFA) supports student engagement in the arts and integrates the arts into University life. Through its programs and services, the OFA teaches and mentors, fosters student artmaking across all disciplines and abilities, connects students to accomplished artists, and creates inclusive communities that celebrate the rich diversity of Harvard College. By supporting the development of students as artists and cultural stewards, the OFA works to enrich society and shape communities in which the arts are a vital part of life.  The OFA is dedicated to building a diverse community of individuals who are committed to contributing to an inclusive environment. Applicants from underrepresented populations are strongly encouraged to apply. All formal written offers will be made by FAS HR.
 

Work Format Details

This position is based primarily on-campus, in Massachusetts. This may include in-person during emergency situations (if applicable). Additional details will be discussed during the interview process. Certain visa types may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

Benefits

We invite you to visit Harvard's Total Rewards website (https://hr.harvard.edu/totalrewards) to learn more about our outstanding benefits package, which may include:

• Paid Time Off: 3-4 weeks of accrued vacation time per year (3 weeks for support staff and 4 weeks for administrative/professional staff), 12 accrued sick days per year, 12.5 holidays plus a Winter Recess in December/January, 3 personal days per year (prorated based on date of hire), and up to 12 weeks of paid leave for new parents who are primary care givers.
• Health and Welfare: Comprehensive medical, dental, and vision benefits, disability and life insurance programs, along with voluntary benefits. Most coverage begins as of your start date.
• Work/Life and Wellness: Child and elder/adult care resources including on campus childcare centers, Employee Assistance Program, and wellness programs related to stress management, nutrition, meditation, and more.
• Retirement: University-funded retirement plan with contributions from 5% to 15% of eligible compensation, based on age and earnings with full vesting after 3 years of service.
• Tuition Assistance Program: Competitive program including $40 per class at the Harvard Extension School and reduced tuition through other participating Harvard graduate schools.
• Tuition Reimbursement: Program that provides 75% to 90% reimbursement up to $5,250 per calendar year for eligible courses taken at other accredited institutions.
• Professional Development: Programs and classes at little or no cost, including through the Harvard Center for Workplace Development and LinkedIn Learning.
• Commuting and Transportation: Various commuter options handled through the Parking Office, including discounted parking, half-priced public transportation passes and pre-tax transit passes, biking benefits, and more.
• Harvard Facilities Access, Discounts and Perks: Access to Harvard athletic and fitness facilities, libraries, campus events, credit union, and more, as well as discounts to various types of services (legal, financial, etc.) and cultural and leisure activities throughout metro-Boston.

Job Function

General Administration

Department Office Location

USA - MA - Cambridge

Job Code

403033 Staff Assistant III

Work Format

On-Site

Sub-Unit

College

Salary Grade

053

Department

The Office for the Arts at Harvard (OFA)

Union

55 - Hvd Union Cler & Tech Workers

Time Status

Full-time

Pre-Employment Screening

Identity

Schedule

Monday-Friday 9am-5pm

Commitment to Equity, Diversity, Inclusion, and Belonging

Harvard University views equity, diversity, inclusion, and belonging as the pathway to achieving inclusive excellence and fostering a campus culture where everyone can thrive. We strive to create a community that draws upon the widest possible pool of talent to unify excellence and diversity while fully embracing individuals from varied backgrounds, cultures, races, identities, life experiences, perspectives, beliefs, and values.

EEO Statement

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, gender identity, sexual orientation, pregnancy and pregnancy-related conditions, or any other characteristic protected by law.

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