Harvard University


Description:

09-Apr-2024

Administrative Assistant

Faculty of Arts and Sciences

65061BR

Job Summary

Reporting to the Director of Administration, this position will provide high level administrative support to the department chair, Director of Graduate Studies, and Director of Undergraduate Studies, with additional support to faculty and other department staff as time allows.

Position Description

Department leadership support: The position will provide high level administrative support to department leadership (chair, Director of Graduate Studies, Director of Undergraduate Studies), including but not limited to:

- Concur expense reports and reimbursement preparation

- Procurement in Buy2Pay, including placing purchase orders and processing vendor invoices

- Conference and event organization

- Travel arrangements, itineraries, and reimbursements for department leadership and guest speakers

- Calendaring and meeting scheduling

- Technical assistance including ordering hardware, software, and liaising with HUIT

- Providing support for letters of recommendation

- Printing, photocopying, and shipping support

- Assisting with special projects as needed

As time allows, this position can provide additional support as needed to faculty and other departmental staff, and can assist with expense reports, event preparation and support, and other tasks

Basic Qualifications

3 years of administrative or other relevant experience.

Additional Qualifications and Skills

Experience in higher education administration and academic programs. Ability to work independently and anticipate and resolve problems with minimal supervision in a work environment of multiple and conflicting priorities. Strong time management, organizational, and interpersonal skills, flexibility and good judgment, excellent written and oral communication skills. Commitment to understanding and clearly communicating Harvard policies, and comfort enforcing policies with faculty. Experience with Harvard systems, especially Concur and Buy2Pay, is a plus.

Physical Requirements

Occasional event setup - lifting no more than 10lbs.

Working Conditions

This is a full-time, 35 per hour week position, working primarily during the department’s business hours of 9am-5pm Monday-Friday. Department of East Asian Languages and Civilizations staff work on campus 3 days a week and remotely 2 days a week, with more flexible work options available during the winter and summer breaks.

Work Format Details

This is a hybrid position that is based in Massachusetts. Additional details will be discussed during the interview process. All remote work must be performed within one of the Harvard Registered Payroll States, which currently includes Massachusetts, Connecticut, Maine, New Hampshire, Rhode Island, Vermont, Georgia, Illinois, Maryland, New Jersey, New York, Virginia, Washington, and California (CA for exempt positions only). Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

About Us

We regret that we will not be able to provide visa sponsorship for this position.

All formal written offers will be made by FAS Human Resources.

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

403134 Coordinator I

Work Format

Hybrid (partially on-site, partially remote)

Sub-Unit

Arts and Humanities

Salary Grade

054

Department

East Asian Languages and Civilizations

Union

55 - Hvd Union Cler & Tech Workers

Time Status

Full-time

Pre-Employment Screening

Identity

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.

LinkedIn Recruiter Tag (for internal use only)

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