Office Manager

24-Jun-2022

Faculty of Arts and Sciences

58704BR

Job Summary

Reporting to the Director of Business Operations, provide on-site management of the physical offices of the Institute for Quantitative Social Science in the CGIS Knafel Building, support resident graduate students and the undergraduate research scholars program, and serve as assistant to one senior faculty member and one emeritus faculty member.

Position Description

The Institute for Quantitative Social Science (IQSS) is an interfaculty initiative that helps social scientists leverage advances in computing technology, quantitative methodology, and behavioral research - toward the goal of understanding and solving some of the greatest problems that affect human societies.

Reporting to the Director of Business Operations, the Office Manager will support two faculty in their teaching, research, and professional duties, and will provide support to the Institute's activities and operations, including support to the Undergraduate Research Scholars Program with various administrative duties. The Office Manager is the "face" of IQSS, sitting in the main operations office. The person must be knowledgeable about a wide-range of Institute activities and processes, including hiring processes, and procurement and reimbursement processes. As the position supports two faculty while also managing myriad other tasks, it requires a high degree of organization and ability to prioritize and execute tasks efficiently. It is a position that will work with a wide-range of constituents across the university: undergraduates, graduate students, staff, and faculty.

Faculty Assistant duties:

• Supports the teaching, research, and professional duties of one senior faculty and one emirtus faculty in the Department of Government.
• Edits reports, manuscripts and articles.
• Retrieves and tracks information from libraries and online sources. Prepares Slides and Presentations, and gathers, prepares and distributes course materials, including online research.
• Updates faculty web pages as needed.
• Manages calendars, prioritizes mail, handles correspondence, schedules meetings, makes travel arrangements and processes expenses.

Office Management duties:

• Oversees graduate student office space assignments and moves
• Works with Director of Business operations on preparing offices for incoming affiliates
• Keeps inventory of supplies and maintains office equipment, coordinating repairs as needed.
• Distributes mail
• Maintains phone inventory including phone moves, repairs, disconnection, installations, billing, and purchasing of center cell phone and hot spot connectivity devices
• Provides technical support for conference room A/V setup
• Responds to general inquiries about IQSS
• Will manage one student office coordinator if one is hired

Undergraduate Research Scholars (URS) Program Assistant:

• Working with the Director of Business Operations and Coordinator of Communications, assist with 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.
• Work with Event Coordinator to book meeting rooms and order catering related to monthly seminars, community events, and conferences.
• Assist Director of Business Operations and Event Coordinator to plan annual URS events.

New Hire Paperwork for Students and Temps:

• Meet with non-URS students, temps, and LHTs to process new hire paperwork including I-9s and enter in PeopleSoft QuickHires. Apply for student Federal Work Study Program funds if applicable.

Graduate Student Grant Program Assistant:

• Working with Director of Business Operations, facilitate Graduate Student Grant Programs by organizing applications for travel and research grants
• Score applications based on pre-set criteria
• Work with students to collect narrative reports on how funds were spent and how grants benefitted research
• Prepare Metrics and track usage of awards
• Manage expenses within assigned budget allocation

Basic Qualifications

2 years office experience

Additional Qualifications and Skills

Must possess excellent organizational skills and ability to work independently and as part of a team in a fast-paced, ever changing priority environment. Requires a high degree of organization and ability to prioritize and execute tasks efficiently. Must have strong computer skills in MS Office Suite. Must be pro-active, exhibit sound judgment, have excellent communication skills and a focus on customer support. Must be flexible as certain events or timelines may be of short notice and require accelerated planning. Some overtime, including evening and weekend work, may be required, as dictated by events schedule.

Screenings required: Criminal, Identity

Working Conditions

The University requires all Harvard community members to be fully vaccinated against COVID-19 and remain up to date with COVID-19 vaccine boosters, as detailed in Harvard’s Vaccine & Booster Requirements . Individuals may claim exemption from the vaccine requirement for medical or religious reasons. More information regarding the University’s COVID vaccination requirement, exemptions, and verification of vaccination status may be found at the University’s “COVID-19 Vaccine Information” webpage: http://www.harvard.edu/coronavirus/covid-19-vaccine-information/ .

Additional Information

We are unable to provide visa sponsorship for this position.

All formal offers will be made by FAS Human Resources.

Job Function

General Administration

Location

USA - MA - Cambridge

Job Code

403028 Faculty Assistant II

Department

Institute for Quantitative Social Science (IQSS)

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.