Administrative Assistant
3 weeks ago
**Job Summary**
Energy & Facilities (E&F) operates and manages Harvard’s energy supplies, district energy plants, and utility infrastructures on the Cambridge/Allston campuses, as well as a 24/7 facilities-related call, alarm monitoring, and dispatch center. E&F also provides a broad portfolio of labor-based services, including building maintenance, landscaping, and custodial, to a large portion of the University, as well as engineering and technical services. Facilities Maintenance Operations (FMO), a department within E&F, offers primary building maintenance, landscape, fire safety, custodial, and event support services to Harvard schools and departments on a fee-for-service basis. All services are provided in strict accordance with regulatory requirements and customer-determined standards.
**Position Description**
Provides administrative support to Energy and Facilities. Communicates and interacts regularly with university customers and Campus Services (CS) personnel, and vendors to respond to information requests and assist in on-going service and support improvement efforts.
- Provides administrative support services to all E&F focused on HMS and Custodial Services, including, but not limited to, invoice processing, contracts, and records management, arranging group meetings and coordinating special events, office equipment inventory and maintenance, updating spreadsheets and preparing expense reports for employee reimbursements.
- Performs online verification of Concur transactions against submitted receipts and maintains financial records for each PCard user in conformance with University record retention policies. Act as delegate for area Managers as needed.
- Delegate responsibilities for the Harvard Sponsored Role portal ensuring timely updates to that allow HSR employees the ongoing access required for their role. Communicating with Supervisors to determine appropriate changes required for HSR personnel.
- Performs data entry; information management and extraction; database creation and maintenance; report generation and distribution utilizing; data information analysis utilizing various programs/technologies Buy 2 Pay, Maximo, Adobe Sign, Microsoft Suite, (e.g., Word, Excel, Power Point), MS Teams, Wikipage, Zoom in support of various needs/activities within E&F.
- Performs onboarding processes for new hires, both hourly and exempt in assigned area.
- Maintains electronic and paper-based record keeping systems and reports for group, ensures that all activity records are accurately filed and easily accessible in appropriate shared drive.
- Provides customer service support and interface services, as well as internal support on a variety of administrative activity. All communications and support must be provided in a professional manner.
- Assists in the procurement and distribution of mobile devices and desktop phones, refreshing of desktops/laptops and other associated peripherals.
- Ensures that required office supplies and equipment are available in proper working order for the E&F group.
- Participates in the establishment and implementation of office policies and procedures required to meet departmental goals. This includes the review of existing processes and procedures, and the development of new processes and procedures.
- Participates in department cross training to provide backup for all support staff functions across E&F.
- Perform all functions in an efficient and accurate manner in full compliance with established policies and procedures,
- Perform related job duties or other assignments as required or directed.
**Basic Qualifications**
High School graduate with three years of experience in related professional administrative setting required. Education beyond high school may count towards years of experience.
**Additional Qualifications and Skills**
**Additional Qualifications**:
- College degree preferred.
- Must possess strong interpersonal, communication, planning and organizational skills.
- Must be customer focused with the ability to work with a diverse constituency.
- Must project a professional demeanor and accurately handle time sensitive materials and information.
- Must be able to manage multiple tasks on deadlines and work independently and as part of a team.
**Technology Skills Required**:
- Experience developing forms & surveys.
**Special Requirements**:
- Bilingual in Spanish preferred
**Physical Requirements**
**Physical Requirements**: Ability to perform repetitive tasks like data entry and strong visual acuity required.
**Working Conditions**
**Work Format**:On site
**Emergency Status Designation**:Essential Operations Personnel
**Additional Information**
The health of our workforce is a priority for Harvard University. With that in mind, we strongly encourage all employees to be up-to-date on CDC-recommended vaccines.
**Work Format Details**
- This position is based primarily on-campus, in Massachusetts. This may include in-person during emer
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