Harvard University Staff Assistant III in Cambridge, Massachusetts

Auto req ID 42489BR

Business Title Staff Assistant III

School/Unit Harvard Library

Sub-Unit ------------

Location USA - MA - Cambridge

Job Function General Administration

Time Status Full-time

Department Harvard Library Administration

Salary Grade 053

Union 55 - Hvd Union Cler & Tech Workers

Duties & Responsibilities Reporting to the Administrative and Operations Support Services Manager, the Staff Assistant III has primary responsibility for providing full administrative support for the Director of Finance and Administration, the Associate Librarian for Preservation, Conservation and Digital Imaging Services, the main Library phone line, the reception area of the Office of the Vice President for the Harvard Library, and the general administrative needs for the office of 11 people.Duties and ResponsibilitiesSenior Management administrative support includes:Manages complex calendars, schedules numerous appointments and meetings, and manages all scheduling conflicts for two Senior Managers. Responsible for scheduling meetings in a timely manner and working with colleagues across the university to ensure conflicts are minimized. Compiles detailed background information for meetings and special projects, including requesting materials from staff and compiling daily briefing books.Arranges for catering, meeting space, room set-up, and technology for meetings.Coordinates travel arrangements and provides detailed itineraries.Coordinates events and provides support with special projects as needed.Processes travel reimbursements and corporate card payments for the Office of the Librarian in compliance with established University/FAS/College Library financial policies and procedures.Composes, proofreads and edits documents and correspondence.Creates and maintains spreadsheets, records and confidential files.General administrative support for the office:Answers main library phone line and handles visitor inquiries; responses to routine inquiries and triages complex inquires as needed.Orders and manages office supplies for the office including stocking and cleaning the coffee station, the office supply cabinets, the printer station and the filing cabinets.Maintains physical and electronic office files in accordance with University records retention policies.Runs errands as needed, including purchasing milk and cream for the office every Monday.Manages bereavement gift process for HCL community in conjunction with HR.Accomplishes additional related duties and special projects as needed.Supervisory Responsibilities:Position may help in hiring, training and assigning work to student/temporary workers in the Office of the Librarian.

Basic Qualifications High school degree or equivalent. Two plus years administrative support experience required, BA may be considered experience.Proven proficiency with Microsoft Office applications, including Microsoft Word, Excel and PowerPoint.

Additional Qualifications BA preferred.Ability to work effectively in a team setting and adapt to diverse work styles.Excellent verbal/written communication skillsFamiliarity with Oracle Financials and Visio desirable.Must demonstrate a high level of professional responsiveness and customer service.Demonstrated ability to exercise discretion handling issues of a sensitive and confidential nature and to use sound judgment when applying policies and procedures.Strong administrative and planning skills with demonstrated ability to manage multiple priorities in a complex environment manage frequent interruptions, take initiative to address issues and meet deadlines.

Additional Information At the Harvard Library, our work is enriched by our diverse campus community. Our unique and wide-ranging abilities, experiences, and perspectives are integral to achieving Harvard University’s mission of excellence in research, teaching, and learning for our patrons, our collections, and our workplace. We believe that an inclusive environment that cultivates and promotes understanding, respect, and collaboration across our diverse workforce enables our success. We encourage individuals with diverse backgrounds, experiences and abilities to apply to be a part of our community of over 700 staff members. Our work with faculty, students and researchers to explore answers to intellectual questions, enduring and new, and to seek solutions to the world’s most consequential problems, requires that we not only reflect, but also champion our diverse society. A global leader, the Harvard Library is a pre-eminent research library that acquires, disseminates, and preserves knowledge. Harvard's Library holdings range from traditional print collections to rapidly expanding inventories of digital resources. It is the work of the Harvard Library to provide the University's faculty, students, and researchers—now and in the future—with comprehensive access over time to all of these materials. Learn more about our contributions to the academic enterprise by visiting us at http://lib.harvard.edu/about-us and about the Harvard University community athttp://hr.harvard.edu/why-harvard. The Harvard Library is a proud member of the ACRL Diversity Alliance.

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EEO 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 or any other characteristic protected by law.