Executive Assistant to the Dean's Office

12-Jan-2024

Harvard Radcliffe Institute

64656BR

Job Summary

This position partners with the Executive Dean on a variety of Institute-wide projects and initiatives and is a key member of the Dean’s Office administrative team. The position is responsible for proactive management of complex schedules and calendars requiring prioritizing and reprioritizing of commitments as necessary, expense reporting, and project coordination. 

Position Description

Administrative:

• Works closely with the Executive Dean on completing a variety of Institute-wide administrative projects and initiatives, including annual reporting, strategic and multi-year planning, and project coordination;
• Provides support to the Director of Strategic Initiatives as needed;
• Collaborates with colleagues throughout the Institute on a variety of Dean’s Office initiatives;
• Maintains the budgets for the Dean’s Office and leads the annual budget process;
• Provides a range of administrative/clerical support. Duties include, but are not limited to, drafting correspondence, presentation preparation, photocopying, compiling agendas, note taking, filing, faxing, greeting visitors, answering telephones, calendar management, and responding to inquiries;
• Works closely with the Executive Assistant to the Dean in providing overall administrative support to the Dean’s Office;
• Researches, prioritizes, and follows-up on multiple office administrative issues and concerns including those of a sensitive and/or confidential nature;
• Ensures workflow management for report production. Provides editorial assistance including research, drafting, proofreading, advanced formatting, and editing documents such as memorandums, reports, gift terms, etc.;
• Organizes office social events and AllRad meetings in collaboration with other designated Institute staff;
• Orders all supplies and office-related equipment, makes sure that all office staff have the administrative-related resources they need;
• Creates and maintains office administrative operating procedures manuals;
• Assumes other responsibilities as assigned.

• Coordinates and documents interdepartmental projects using software-based project management tools;
• Assists developing and managing project timelines, and calendars;
• Monitors project status, provides status updates, maintains project records and documents.

• Administers the office financial activities, helps draft budgets, processes invoices and reimbursements for payment;
• Reconciles financial transactions via PCard, corporate card, Buy2Pay, and Web Vouchers;
• Prepares financial data and charts for reports;
• Serves as office liaison to the Finance Department and attends the monthly Finance information meetings.

• Coordinates all information technology, telecommunications, audio/visual hardware and software issues for the office, including special project pages;
• Serves as office liaison to and collaborates with the Harvard University Information Technology (HUIT) unit to resolve issues in a timely manner.

Basic Qualifications

• Bachelor’s degree or an equivalent combination of education, training, and experience is required;
• Exceptional verbal and written communication skills;
• Ability to gather data, compile information, and compose correspondence and other written materials;
• Strong interpersonal skills and the ability to interact and work effectively with administrators, academic leadership, fellows, faculty, students, community leadership, public officials, funding agencies, and members of the community at large;
• Comprehensive knowledge of Microsoft Office applications;
• Excellent organizational skills and the ability to handle multiple complex/confidential tasks simultaneously.

Additional Qualifications and Skills

• Ability to develop and maintain recordkeeping systems and procedures;
• Knowledge of Microsoft Office Project and the use of Gantt charts;
• Ability to research, draft, and update office administrative operating procedure manuals;
• Advanced analytical, evaluative, and objective critical thinking skills;
• Ability to effectively summarize and present information;
• Ability to foster a cooperative work environment.

Physical Requirements

The demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions.

• Employee must have the ability to sit at a desk for extended periods of time and complete tasks requiring repetitive use of hands.

Working Conditions

• Onsite work associated with this position is performed in a temperature-controlled office environment.

Additional Information

Please note that cover letters are required for every application for a position at the Harvard Radcliffe Institute.

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.

Interviews:
We will be conducting interviews virtually and might invite finalist candidates for on-campus interviews. We appreciate your understanding and flexibility with our interview process.

Complete applications will be reviewed on a rolling basis until the position is filled. However, we encourage all interested candidates to apply before January 31, 2024.

About the Harvard Radcliffe Institute:
The Harvard Radcliffe Institute  is dedicated to creating and sharing transformative ideas across the arts, humanities, sciences, and social sciences. The Fellowship Program  annually supports the work of 50 leading artists and scholars. Academic Ventures and Engagement  fosters collaborative research projects and sponsors lectures and conferences that engage scholars with the public. The Schlesinger Library   documents the lives of American women of the past and present for the future, furthering the Institute’s commitment to women, gender and society.

We are proud to be an Affirmative Action/Equal Opportunity Employer and are committed to achieving our goals through the efforts of a highly skilled, diverse workforce. With outstanding benefits , competitive pay , extensive learning opportunities , and a stimulating and attractive work environment, the Harvard Radcliffe Institute at Harvard University may be exactly the employer you have been looking for.

Work Format Details

This is a hybrid position that is based in Massachusetts. Additional details will be discussed during the interview process. All remote work must be performed within one of the Harvard Registered Payroll States, which currently includes Massachusetts, Connecticut, Maine, New Hampshire, Rhode Island, Vermont, Georgia, Illinois, Maryland, New Jersey, New York, Virginia, Washington, and California (CA for exempt positions only). Certain visa types and funding sources 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 - Cambridge

Job Code

403040 Coordinator II

Work Format

Hybrid (partially on-site, partially remote)

Union

55 - Hvd Union Cler & Tech Workers

Pre-Employment Screening

Education, Employment, 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.