Administrative Support Associate

04-Mar-2024

Faculty of Arts and Sciences

65053BR

Job Summary

The Office Manager is the on-the-ground staff member charged with maintaining the physical environment that IQSS staff and affiliates work in. The position is the “Face of IQSS,” answering calls on the IQSS main phone line, receiving visitors, and answering questions in the IQSS reception area. Responsibilities include maintaining the inventory of office and other supplies, keeping office equipment running smoothly, keeping zoom offices clean, orderly, and available for staff and affiliates who occupying shared space to use for private meetings, distributing mail, maintaining the phone system for staff who need Harvard numbers, overseeing Robin desk assignment system, and other duties as needed. The Office Manager is part of a 15-person operations team and reports to the Director of Business Operations, who reports to the Executive Director, who reports to the Faculty Director

Position Description

Manage technical services and tools in IQSS Physical Space

• Oversee Robin Software desk assignment system to enable students, staff, and affiliates to book unoccupied desks and offices.
• Add new affiliates to Robin system and provide training materials to enable them to book space in CGIS.
• Maintain equipment in offices so that staff and affiliates who book space can seamlessly plug-and-play into existing docks/keyboards/mice/monitors.
• Provide Technical support for conference rooms A/V systems. This includes K352, three zoom rooms, and the conference room in S314.
• Maintain telephone systems including handsets where needed, line assignments, Jabber and Webex systems, and billing.
• Oversee IQSS coffee machines, especially the espresso machine, which is designed to draw people into IQSS and create community activity. Perform daily, weekly, and monthly maintenance to keep machine in good working order.
• Maintain copiers and printers in K350.
• Serves as backup for the IQSS Faculty Assistant as needed.

Maintain Physical Office Environment

• Working with Faculty Assistant and Director of Business oversee graduate student office space assignments and moves.
• Prepare offices and desks for incoming affiliates and new staff.
• Maintain zoom rooms so that staff and affiliates in shared offices may have private zoom meetings.
• Create a welcoming environment by keeping main office neat and orderly.
• Manage weekly fruit delivery for office staff.
• Manage IQSS “Quantina” (Kitchenette), keeping it stocked with essentials for the community, including coffee, teas, creamers, milk, and paper products. Clean refrigerator weekly.
• Distribute mail, maintain shipping forms, and communicate with staff and affiliates when packages are received.
• Rotate games, puzzles, and other activities in and out of the kitchenette to provide the community with interactions that lubricate the communication and the exchange of ideas.

Oversee Supplies and Office Equipment and serve as Receptionist

• Maintain office and kitchen supply inventory and keep supply closet in order and well-stocked.
• Oversee Cabinets in Kitchenette where supplies for office events are kept. Evaluate event inventory (Bowls, cutlery, tablecloths, etc.) and purchase new inventory as needed.
• Use PCard, Buy2Pay, and other Harvard systems needed for making purchases, perform reimbursements, and reconciling transactions.
• Answer main phone line and direct questions to appropriate staff.

New Hire Paperwork for Student Temps and URS Program Assistant

• Meet with both undergraduate and graduate student temps (including URS students) to process new hire paperwork including I-9s.
• Enter student appointments in PeopleSoft QuickHires.
•  Apply for Federal Work Study Program funds if applicable.
• Working with the Director of Business Operations and Coordinator of Communications, assist with the hiring process of scholars by advertising positions and referring candidates to faculty for review.
• Meet with URS students to process new hire paperwork including I-9s and enter in PeopleSoft QuickHires. Apply for Federal Work Study Program funds if applicable.
• Plan annual URS events with Director of Business Operations and Event Coordinator.

Events

• Assist Event Coordinator with event preparation, catering, food set-up, and clean up. 
• Gauge number of participants at events and track via metrics spreadsheet

Basic Qualifications

Three or more years of related experience. Education beyond high school may count toward experience.

Additional Qualifications and Skills

Appropriate communication skills required. Ability to work independently with minimal supervision. Ability to handle complex and confidential information with discretion. Competency using a variety of computer software.

Additional Information

The Institute for Quantitative Social Science (IQSS) is a university-wide institute whose mission is to solve society’s greatest challenges through the creation, preservation, and dissemination of social science knowledge. We build infrastructure and community so social scientists can work at unprecedented speed, scale, and levels of collaboration. The IQSS approach includes: providing an environment (physical space, events, services) that encourages scholars to convene and collaborate; developing powerful (and broadly useful) statistical, computational, and analytical infrastructure and tools; building bridges between the many different scientific communities concerned with real world problems; removing impediments to discovery by providing exceptional administrative services; and supporting and showcasing innovative ideas through the creation and incubation of scientific programs.

We regret that we will not be able to provide visa sponsorship for this position.

All formal written offers will be made by FAS Human Resources.

Work Format Details

This position is based primarily on-campus, in Massachusetts. This may include in-person during emergency situations (if applicable). Additional details will be discussed during the interview process. Certain visa types may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

About Us

We regret that we will not be able to provide visa sponsorship for this position.

All formal written offers will be made by FAS Human Resources.

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.

Job Function

General Administration

Department Office Location

USA - MA - Cambridge

Job Code

403033 Staff Assistant III

Department

Institute for Quantitative Social Science

Union

55 - Hvd Union Cler & Tech Workers

Pre-Employment Screening

Criminal, Identity

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.

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.

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