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Administrative Assistant II
2 months ago
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. Report-To Detail
Additional Details
- Preferred Pay Rate Range : BR - BR
- Report-To Detail : Hybrid - partial time on campus/partial time WFH (working/living in MA).
- Tenure Limit : 3 months
- FLSA Exemption Status : Non-Exempt/OT Eligible
- Required Education : College Graduate
- Required occupational training, certifications or license(s) : None
- Business Title : Faculty Support Specialist (FSS)
- Additional Job Details : Job Summary Reporting to the Assistant Director of Administration and Finance in the Department of Psychology, the Lab Support Specialist performs a wide range of administrative and financial duties for multiple faculty in the Department. Executes, with proficiency, a broad range of technical systems in support of teaching and research. Prepares materials for publications and/or grants. Prioritizes multiple tasks in a competing environment (i.e., multiple faculty). Job Responsibilities Provides a wide range of clerical support, including composing and editing letters, reports, presentations, etc. Prepares copy for publication or submission of grant proposals and/or reports. Assists with copying, printing, scanning, faxing, filing, and shredding materials related to lab operations. Creates and maintains lab filing system(s). Uses multiple technical applications including word processing, database management, spreadsheets, graphics and presentation software, electronic calendar, email, and other technical/scientific applications. Updates faculty, lab, and/or departmental websites. Serves as principal administrative contact and source of information for students, staff, faculty, and external customers. Answers and routes phone calls, mail, and e-mail messages, and handles wide-range information dissemination. Prepares and produces financial reports using online financial systems, such as reimbursement for travel, corporate cards, HU Purchasing card, etc. Assists in preparation of spreadsheets for grant budgets and tracks expenditures. Purchases and maintains inventory of supplies for office or lab. May assist in onboarding, training, scheduling, and distributing work of students, casuals, or temporary staff. Responsibilities will also include reception and other general support for departmental administrative offices. Contributes to unit effort by accomplishing related duties as required. Basic Qualifications Business training or college degree, or equivalent education plus experience in an office environment. Additional Qualifications Three plus years of office administration and customer service experience preferred. Strong MS Office skills. Solid writing, editing, and proofreading skills. Excellent interpersonal skills and ability to communicate professionally with diverse constituency. Ability to handle complex and confidential information with discretion. Ability to work across teams and with a variety of projects. Excellent organizational skills with ability to prioritize work in an environment with multiple and conflicting interests (i.e., multiple faculty). Ability to work independently with minimal supervision. Additional Info The Department of Psychology sits within the Division of Social Science, which is strongly committed to creating and supporting a diverse workforce. Respect and fairness, kindness and collegiality, and trust and transparency are among the values we espouse and promote in our workplace culture. We work hard to ensure a healthy, inclusive, and positive environment where everyone does their best work in support of Harvard s mission.
- 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
