Staff Assistant, Dean's Office at Harvard University

Posted in Admin - Clerical 25 days ago.

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Location: Boston, Massachusetts

Job Description:

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, pregnancy and pregnancy-related conditions, or any other characteristic protected by law.

Duties & Responsibilities

Harvard Business School seeks a Staff Assistant to support the Dean's Office with guest reception, handling inquiries, and other administrative duties. The position requires an individual to work independently with minimal supervision and as part of a small team. Staff assistant must have exceptionally strong customer service orientation, professional polish, good judgment and flexibility; outstanding organizational skills and a meticulous attention to detail; ability to communicate effectively and professionally, including business writing and proofreading; demonstrated initiative and willingness to continuously develop new skills; and an ability to work with multiple stakeholders and manage competing priorities, meet deadlines, adapt to changing requirements, and follow through on projects. The ability to handle confidential material with tact and discretion is essential. Very good computer skills with Microsoft Outlook, Word, Excel, and PowerPoint required.

Typical Duties

  • Primary responsibility for reception on behalf of the Dean's Office team, greeting visitors and ensuring the guest experience in the office waiting area is welcoming; responding to incoming contact of various kinds (e.g. phone calls, voicemail, emails) in a timely and highly professional manner.

  • Preparing correspondence and other documents, which may include drafting letters, proofreading, or fulfillment of bulk mailings.

  • Supporting other members of the Dean's Office team by assisting with components of projects on an-as needed basis.

  • Primary responsibility for scheduling across several complex calendars, including scheduling appointments with faculty, staff, alumni, students and others, making room and catering arrangements as necessary, and preparing documents for meetings. Determining meeting principals' preferences and plans accordingly, keeping principals well informed of schedule and any changes.

  • Coordinating complex travel arrangements. Preparing itineraries and documents to facilitate travel; assessing different itineraries for cost, convenience, and travelers' preferences; and arranging for travel visas. Preparing and processing expense reimbursements in a timely and accurate manner. Tracking outstanding expenses.

  • Maintaining accurate and organized electronic and paper files for the office. Practicing careful version control of all documents with logical naming conventions, etc.

  • Ordering office and hospitality supplies and handling daily restocking.

  • Handling confidential material with extraordinary tact and discretion.

Basic Qualifications

Minimum 3 years administrative experience required, preferably in higher education. Cover letter is required.

Additional Qualifications

BA/BS preferred, or an equivalent of education plus experience in an office environment. Occasional overtime may be required.

Related experience in a highly professional office environment and excellent communication skills required, including business correspondence and proofreading skills. Ability to work independently with minimal supervision, being flexible to changing needs. Ability to handle complex and confidential information with discretion. Comfort and competence with Microsoft Office products, including Outlook, Word, Excel, and Powerpoint required.

Soft Skills

Members of the Dean's Office team are expected to demonstrate a commitment to outstanding customer service delivery and an ability to serve multiple constituents utilizing good judgment, excellent communication skills, tact and discretion. Team members are expected to take initiative to leverage leadership time and be resourceful in finding solutions and information.

These skills are evidenced by a positive attitude towards all people with whom the team interacts, a willingness to help colleagues and share in collective tasks, providing timely responses to all inquiries, and excellent follow through on individual tasks and projects. Professionalism should also be evident through, but not limited to, promptness, reliability, collegiality, flexibility, discretion, and an ability to hear and implement feedback.

Work Product

Dean's Office team members are expected to produce high quality work; this will require an attention to detail, organizational skills, effective project management skills, and an ability to multitask, adapt, and meet deadlines.

These skills are evidenced by Staff Assistants who are efficient, accurate, flexible, and work effectively and under pressure while projecting grace and professionalism.