Administrative Assistant II
4 weeks ago
Organizes and implements administrative systems and procedures. Serves as principal source of information on unit, project or program. Gathers and maintains data for and assists in preparing reports, often using a variety of computer software. Prepares and maintains financial, personnel, administrative, student records. Provides for smooth day to day flow of communications within the department. May compose, proofread, edit and prepare correspondence, reports and other materials using word processing, spreadsheets and or databases. Arranges for use of facilities and plans meetings, conferences and seminars. Contributes to unit goals by accomplishing clerical or administrative duties as required. Ability to work independently with minimal supervision, to handle complex and confidential information. Competency using a variety of office computer software. Requires intermediate to advanced knowledge of email calendar, word processing, spreadsheets. Prior office experience required.
Additional Details
- Preferred Pay Rate Range : 30-30
- Report-To Detail : 100% on Campus
- Tenure Limit : 3 months
- FLSA Exemption Status : Non-Exempt/OT Eligible
- Required Education : High School Graduate
- Required occupational training, certifications or license(s) : None
- Business Title : (No Value)
- Additional Job Details : The Staff Assistant III is the first point of contact for all general inquiries and is responsible for triaging phone calls, welcoming and assisting all visitors, and answering any inquiries received by the general GSAS email account. The Staff Assistant III stays current on all GSAS programs and events in order to provide excellent customer service to all GSAS students, staff, and faculty. Duties include, but are not limited to, the following: Answers the main GSAS phoneline, refers calls to other departments both internal within and external to GSAS. Provides guidance to prospective and current students regarding dates and deadlines and general GSAS and University policies and procedures. Welcomes and assists visitors to the GSAS administrative offices located at Smith Campus Center. May provide administrative support to the Dean of Admissions and Financial Aid and Dean of Administration and Finance, which includes calendar management, drafting email correspondence, preparing mail-merges for bulk mailing, preparing materials for meetings, tracking follow-up action items from meetings, tracking and preparing for upcoming events/deadlines/milestones. Responds to email inquiries received by the general GSAS email account and serves as the backup for the financial aid general email account. Drafts safety and security protocols as a member of the Front Desk team. Creates, updates, and maintains all Front Desk documentation, including information related to the phone system, emails, mail, and safety and security. Creates and maintains the Front Desk Daily Log, which documents all the current and upcoming GSAS events and happenings including protocols. Sorts and distributes mail for the GSAS staff. Monitors all incoming and outgoing packages and notifies staff of packages to be picked up at the front desk. Trains new GSAS employees on the alarm system and trains new staff on how to provide front desk coverage. Assists the Administrative team with building requests for maintenance, event planning for GSAS staff events and outings, and manages the lunch coverage schedule. May perform other duties as assigned.
- Does this position require a HUID? : Yes
- Is the worker converting from being a Harvard full-time employee (FTE)? : No
- Pre-identified candidate's information, including name, email, phone, state/city/zip & pay rate : (No Value)
- Role requires identity, I-9 and 3 reference screen (recruited) : Yes
- Role requires identity, I-9 screen (payrolled) : No
- Role requires DMV/driving history screen : No
- Role requires criminal background and sexual offender screening CORI/SORI : No
- Role requires criminal background screen : No
- Role requires 10-panel drug screen : No
- Role requires credit record check : No
- Role requires compliance with Immunization policy. : No
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