Staff Assistant III

Harvard University, United States

Updated: about 2 months ago

05-Mar-2024

Harvard School of Dental Medicine

65097BR


Job Summary

Performs a variety of complex administrative/support duties to coordinate the activities and procedures of an academic/administrative unit, project or program. Works independently with minimal supervision. Updates supervisor on status of projects. 

This is a 6 month term position from date of hire.


Position Description

Essential Responsibilities

  • General receptionist and office duties.
  • Greets visitors to Office of Administration & Finance.
  • Phones: answers and routes general phone calls to the Office/School, facilities requests, and Director’s phone;
  • Scheduling: 
    • Assists in event/meeting scheduling and support
      • RoomBook (room scheduling system):
      • Triages all requests for room set-ups
      • Inputs requests onto Facilities Outlook calendar
      • Coordinates set-up/break-downs with Facilities Assistant
  • Facilities:
    • Places and triages facilities work orders
    • Coordinates follow-up with Facilities Assistant
    • Assists with Facilities projects
  • Billing: 
    • Pays Office/School bills and track/record payments:
    • Buy2Pay
    • PCard/Departmental Credit Card
    • Concur
  • Places and follows-up on service calls for office machinery and supplies: 
    • Copiers 
    • Vending machines 
    • Postal Meter (also monthly reports and add money to meter)
    • Atlantic Coffee (issues with delivery or with coffee maker)
    • Quench (water coolers)
  • Orders supplies:
    • Office supplies: act as primary contact for ordering office supplies for entire office
    • Facilities supplies:
    • Veritiv (paper products, trash bags) 
    • Amazon
  • Recycling: 
    • Participates in administration of School-wide recycling program
      • Coordinates pick-ups
      • Save That Stuff (paper and computer e-waste)
      • Batteries 
      • E-Waste
      • Innova (scrap metal, old files, etc. – including refrigerators)
  • Covers duties for Facilities Assistant in absence:
    • Mail sorting/delivery (morning)
    • Communication with custodial staff on deliveries
    • Set-up/break-down coordination
    • Postal meter trouble-shooting
  • Contributes to a culture of inclusivity and respect. 
  • Performs other related duties as assigned or requested. 

    • Basic Qualifications

  • Business training beyond high school or college background
  • Ability to perform the essential functions of the position with or without reasonable accommodation.
  • Ability to successfully pass a comprehensive background check at hire.

    • 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.

    • Working Conditions

    • Work is performed in an office setting .
    • May be required to move or list packages up to 20 pounds.
    • The primary work location for this position is Boston, MA.  In-person on-campus work will be required.  In order to be on Harvard payroll, you must reside in one of the following states – CA (exempt employees only), CT, GA, IL, ME, MD, MA, NH, NJ, NY, RI, VT, VA, WA.  Individual flexible and remote work options for this role will be discussed during the interview process. 
    • 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.
    • HSDM is not able to provide visa sponsorship for this position.

    Additional Information

    Compensation Range (hourly rate):  Salary is based on related experience, expertise, and internal equity.  Generally new hires can expect compensation between the minimum and midpoint of the range.

    Minimum            $29.91
    Midpoint             $38.32
    Maximum           $46.73


    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.


    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 - Boston


    Job Code

    403033 Staff Assistant III


    Department

    Office of Administration and Finance


    Union

    55 - Hvd Union Cler & Tech Workers


    Pre-Employment Screening

    Criminal, Education, 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.


    LinkedIn Recruiter Tag (for internal use only)

    #LI-MN1


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