Administrative Assistant II
23 hours ago
Location: Cambridge, MA
Duration: 3 months
Rate range: $20 to $27/hr
Role Overview:
The position involves setting up and administering systems and processes for a department, supporting faculty, managing administrative tasks, and coordinating logistics for various activities.
Responsibilities:
Faculty Support:
- Prepares documents for articles, cases, and presentations, including proofreading, formatting exhibits, and citations.
- Supports faculty during teaching, including preparing class handouts, coordinating arrangements for class visitors, and proctoring exams.
- Coordinates audiovisual support for classrooms as needed.
- Maintains course websites, produces seating charts, updates class lists, etc.
- Manages complex calendars, schedules appointments, and coordinates room and catering arrangements.
- Coordinates complex travel arrangements, prepares itineraries, and assesses options based on cost, convenience, and faculty preferences.
- Arranges travel visas and prepares/ processes expense reimbursements promptly and accurately.
- Performs basic online research, obtains books and articles, and organizes information.
- Maintains accurate and organized electronic and paper files, ensuring version control with logical naming conventions.
- Greets visitors, serves as the primary contact on behalf of faculty, and responds to phone calls, voicemails, faxes, and emails in a timely manner.
- Orders office supplies as needed.
- Intermediate or better proficiency in Microsoft Office (MS Word, Excel, PowerPoint).
- Willingness to learn Harvard systems.
- Hours: 35 hours/week (M-F, 9 AM - 5 PM; unpaid one-hour lunch break).
- Hybrid Schedule: One remote day per week (day TBD in consultation with the manager).
- Experience in processing invoices and expense reports, and familiarity with MS Excel.
- Proven ability to prioritize and manage multiple requests effectively.
- Excellent written and verbal communication skills.
- Participates in careful version control of documents and ensures logical organization of all materials.
- Acts as the primary point of contact for visitors and faculty communication needs.
To Apply: Please attach your updated resume.Learn More
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