Administrative Assistant II

3 months ago

Cambridge, United States TalentBurst, an Inc 5000 company Full time

Job - Administrative Assistant II (for Faculty)

Location – Cambridge, MA 02138 ( the first couple of weeks, we'll be require fully in-person, but a hybrid schedule will be possible with our standard minimum of 3-days on campus. Mondays will have to be an in-person day, however)

Duration – 3+ months (There is some potential for extension or conversion but that is not guaranteed.)

Pay rate - $ 40.00/hr.

Work Schedule: 35 hours/week


Some familiarity with course management service such as Canvas, being comfortable with processing financial reimbursements, and to be able to work quickly. This person will be coming on during the run-up to the start of the year and there will be a fairly large number of courses that will need to be set-up quickly and accurately.


Position Description:

  • Sets up and administers systems and processes for a department.
  • Prepares documents for articles, cases, and presentations which may include proofreading, formatting exhibits and citations.
  • Intermediate or better proficiency in MS Office, and willingness to learn Harvard systems, is required.
  • Supports faculty when they are teaching including preparing handouts for class, coordinating arrangements for class visitors. Participates in proctoring exams.Coordinates audiovisual support for the classroom as needed.
  • Responsible for maintaining information on course website, producing seating charts, updating class lists, etc.
  • Manages complex calendars, scheduling appointments with students and others, making room and catering arrangements as necessary, and preparing documents for meetings. Coordinates complex travel arrangements.
  • Prepares itineraries and documents to facilitate faculty travel.
  • Assesses different itineraries for cost, convenience, and faculty preferences and arranges for travel visas. Prepares and processes expense reimbursements in a timely and accurate manner. Performs basic online research. Obtains books, articles, and other information.
  • Maintains accurate and organized electronic and paper files for faculty. Practices careful version control of all documents with logical naming conventions.
  • Greets visitors as primary contact on faculty member's behalf, and responds to phone calls, faxes, voicemail, and emails in a timely manner. Orders office supplies.
  • Willingness to explore and learn new software and applications.
  • The successful candidate will thrive in a committed and collaborative community that encourages creativity and values novel approaches to solving problems, and continually builds upon best-practices and lessons learned.

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