Faculty Assistant II

15-Apr-2024

Faculty of Arts and Sciences

65218BR

Job Summary

Performs complex secretarial and administrative duties for department faculty members. Responsible for set-up and management of all administrative and office systems. Takes dictation of correspondence using either shorthand or laptop. Composes, types, proofreads, and edits correspondence and reports. Compiles and edits complex proposals. Assists in preparation and editing of manuscripts for publication. Responsible for submitting reimbursements to departmental financial team. Types and assists in preparation of lecture and course materials. Handles complex travel arrangements and schedule. Retrieves articles from Harvard Library system and downloads materials from the internet. Responsible for maintaining faculty and course home pages. Serves as principal administrative contact and liaison with visitors, research assistants, fellows, other universities, governments, private firms, and donors.

Position Description

Communications

Responsible for management and quality control of high-level email account for faculty. Composes and edits emails, letters, memos, reports and meeting agendas. Ensures briefing material is available in well-managed online environments and is comprehensive. Prepares copy for publication or submission of grant proposals and/or reports. Answers phone and email inquiries. May prepare and coordinate job market reports and letters of recommendations. Reviews, assesses, routes, answers and monitors follow up action steps on correspondence. May be required to provide transcription services.

Calendar Management

Develops and maintains administrative support system for complex faculty calendaring and travel planning for faculty. Proactively manages calendars with attention to logistics and anticipate the needs of faculty member. Determines priority status of meeting requests; triages requests; refers and schedules as appropriate.

Course and Research Support

Serves as administrative contact for faculty members' research activities. Creates lecture materials, prepares course materials, builds PowerPoint presentations. Maintains faculty members' websites and course sites; builds special websites for specific events or research. May assist with administrative tasks related to workshops and seminars the faculty member is leading.

Travel and Reimbursement

Arranges for meetings, appointments, and travel arrangements, adhering to University guidelines and grant policy. Prepares and submits all reimbursement reports. Maintains financial reports of expenditures.

Basic Qualifications

Three years related experience.  

Additional Qualifications and Skills

Solid working knowledge of office processes and systems, and of related computer software and electronic communication tools.  Strong organization and interpersonal skills with experience providing complex administrative support to one or more individuals.  Ability to work across teams and with a variety of projects and constituencies.

Physical Requirements

Walk to multiple buildings on campus on any given day.   

Additional Information

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

Please submit cover letter to be considered for position.

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

403028 Faculty Assistant II

Work Format

Hybrid (partially on-site, partially remote)

Union

55 - Hvd Union Cler & Tech Workers

Pre-Employment Screening

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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