Administrative Assistant at Harvard University in Cambridge, Massachusetts

Job Description:

Harvard University


Position Title: Administrative Assistant

Req ID: 65597BR

School or Unit: Campus Services

Description: 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:

• Demonstrated proficiency with desktop and mobile computing applications, including Microsoft Office required.
• Experience developing forms & surveys.

Special Requirements:

• Bilingual in Spanish preferred

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.

Benefits

We invite you to visit Harvard's Total Rewards website (https://hr.harvard.edu/totalrewards) to learn more about our outstanding benefits package, which may include:

• Paid Time Off: 3-4 weeks of accrued vacation time per year (3 weeks for support staff and 4 weeks for administrative/professional staff), 12 accrued sick days per year, 12.5 holidays plus a Winter Recess in December/January, 3 personal days per year (prorated based on date of hire), and up to 12 weeks of paid leave for new parents who are primary care givers.
• Health and Welfare: Comprehensive medical, dental, and vision benefits, disability and life insurance programs, along with voluntary benefits. Most coverage begins as of your start date.
• Work/Life and Wellness: Child and elder/adult care resources including on campus childcare centers, Employee Assistance Program, and wellness programs related to stress management, nutrition, meditation, and more.
• Retirement: University-funded retirement plan with contributions from 5% to 15% of eligible compensation, based on age and earnings with full vesting after 3 years of service.
• Tuition Assistance Program: Competitive program including $40 per class at the Harvard Extension School and reduced tuition through other participating Harvard graduate schools.
• Tuition Reimbursement: Program that provides 75% to 90% reimbursement up to $5,250 per calendar year for eligible courses taken at other accredited institutions.
• Professional Development: Programs and classes at little or no cost, including through the Harvard Center for Workplace Development and LinkedIn Learning.
• Commuting and Transportation: Various commuter options handled through the Parking Office, including discounted parking, half-priced public transportation passes and pre-tax transit passes, biking benefits, and more.
• Harvard Facilities Access, Discounts and Perks: Access to Harvard athletic and fitness facilities, libraries, campus events, credit union, and more, as well as discounts to various types of services (legal, financial, etc.) and cultural and leisure activities throughout metro-Boston.

LinkedIn Recruiter Tag (for internal use only)

#LI-GJ1

Department Office Location: USA - MA - Cambridge

Job Code: 403033 Staff Assistant III

Job Function: General Administration

Work Format: On-Site

Sub Unit: Energy & Facilities

Salary Grade: 053

Department: Energy and Facilities Administration


Union: 55 - Hvd Union Cler & Tech Workers

Time Status: Full-time

Pre-Employment Screening: Education, Employment, Identity

Schedule: Monday - Friday: 8:00am - 5:00pm

Commitment to Equity Diversity Inclusion and Belonging: Harvard University views equity, diversity, inclusion, and belonging as the pathway to achieving inclusive excellence and fostering a campus culture where everyone can thrive. We strive to create a community that draws upon the widest possible pool of talent to unify excellence and diversity while fully embracing individuals from varied backgrounds, cultures, races, identities, life experiences, perspectives, beliefs, and values.

EOE Statement: We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, gender identity, sexual orientation, pregnancy and pregnancy-related conditions, or any other characteristic protected by law.

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