Program Assistant

10-Jul-2023

Faculty of Arts and Sciences

61918BR

Job Summary

The Committee on Degrees in Studies of Women, Gender, and Sexuality is an undergraduate degree program within the Faculty of Arts and Sciences. We offer full and joint undergraduate concentrations, an undergraduate secondary field, and a graduate secondary field.

This position reports to the Director of Administration and Operations and works closely with faculty, including the Chair. Because the program is small, the Program Assistant may work with visiting faculty as needed. This position provides a broad range of administrative and clerical support for the activities of the program including management of spaces and supplies and maintenance of administrative records such as mailing lists and calendars.

Position Description

Duties include but are not limited to:

·       Administrative and financial support for department:

o   Serves as primary receptionist: greeting visitors, providing directions, and basic information about the department.

o   Monitors departmental email address and forward inquiries to the relevant person. Respond to general inquiries.

o   Maintains departmental, course, and student record storage and archiving for both hard copy and electronic formats, including preparing materials for archives transfer based on University records schedule, scheduling pickups, scheduling retrievals, and tracking archived records.

o   Supports faculty with preparation and implementation of special projects including gathering information from other units.

o   Assists faculty members in preparing expense reports in Concur.

·       Space and scheduling:

o   Inventories and purchases office and kitchen supplies.

o   Maintains office spaces (flyers, cubbies, bulletin board, kitchen) and equipment (copier/printer).

o   Schedules departmental meetings and space reservations: standing committee, faculty, curriculum committee. Maintains and tracks RSVP lists.

o   Places and follows up on support calls to IT, building manager, media services.

o   Backs up Chair’s assistant in maintaining Chair’s calendar.

·       Communications and website

o   Independently and accurately drafts, letters, emails, and other written documents.

o   Assists in proofreading printed/online materials.

o   Circulates communications to departmental students, faculty, and staff regarding policy changes, course offerings, deadlines, meetings, events, job postings, etc.

o   Assists with website updates as needed.

o   Maintains departmental mailing lists in Excel, MailChimp, and Outlook.

o   Provides course website support to visiting faculty: scanning and uploading course materials, placing books/av materials on reserve.

·       Events:

o   Compiles event-related information such as titles, descriptions, biographies, photos, consent forms, presentation slides, etc.

o   Place orders with event vendors: caterers, florists, restaurants.

o   Make travel/lodging reservations for speakers.

o   Collect receipts signed reimbursement forms from speakers.

o   Assist with event set-up and clean-up.

Other duties as assigned.

Basic Qualifications

3+ years of office experience. Education beyond high school may count toward experience.

Proficiency with Microsoft Office suite required.

Additional Qualifications and Skills

Experience, interest, and commitment to working with people from diverse racial, socioeconomic, and other backgrounds and ability to effectively collaborate and communicate with diverse faculty, students, and administrators.

Excellent organizational and communication skills to be able to organize work on complex, multi-deadline projects.

Excellent interpersonal skills.

Exceptional attention to detail/accuracy.

Demonstrated editing and writing ability.

Customer-focused, customer service oriented.

Proven flexibility in adjusting to changing demands and deadlines.

Ability to sustain a high level of productivity and work independently while being part of a collaborative team.

Sound judgment, discretion, and confidentiality in handling sensitive matters.

Experience with event support.

Ability to occasionally work in the late-afternoon/early-evening for specific pre-planned events.

Experience with the following: Zoom, OneDrive/SharePoint, Mailchimp, Open Scholar, Canvas, or comparable systems.

Additional Information

Applicants are encouraged to submit a cover letter with their resume.

Studies of Women, Gender, and Sexuality is committed to the health, wellbeing and work/life balance of our staff, students, and faculty. We expect all our employees to work towards a welcoming climate where our diverse students, faculty, and staff can thrive and do their best work.

We are a mask-friendly office. Most of our faculty and staff choose to mask to protect colleagues and students with health risks. We provide surgical and KN95 masks as needed.

This position is based in Cambridge and some in-person on-campus work will be required. Upon completion of 90-day probationary period, flexible/remote work (up to two days per week out of the office) is an option. Individual flexible and remote work options for this role will be discussed during the interview process.

Benefits

We invite you to visit Harvard’s Total Rewards website 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

Work Format

Hybrid (partially on-site, partially remote)

Department

Committee on Degrees in Studies of Women, Gender, and Sexuality

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.