Residential Life Staff Assistant

02-Feb-2024

Faculty of Arts and Sciences

64768BR

Job Summary

Harvard Griffin GSAS is the largest graduate school at Harvard with over 4,800 students. Within Harvard Griffin GSAS, the Office of Residential Life oversees 4 residence halls with 417 beds total. The Office of Residential Life is the primary source of housing support for all Harvard Griffin GSAS students. Eligibility to apply to the residence halls extends beyond Harvard Griffin GSAS students, so the department works closely with administrators at the other Harvard graduate Schools, primarily Harvard Kennedy School, Graduate School of Design, Harvard Divinity School, and Harvard Graduate School of Education, to provide housing to graduate students who would otherwise not have housing.  

Position Description

This position performs a variety of complex administrative duties while coordinating the activities and procedures of the Harvard Griffin GSAS Office of Residential Life. The Staff Assistant is responsible for administrative logistics, including events, meetings, RA evaluation forms, program feedback forms (RA training, Thanksgiving, etc.), and RA expense reports. This role serves as the principal administrative contact for internal and external students, departments, and constituencies.  

Duties include, but are not limited to, the following: 

• Serves as a main point of contact for the Harvard Griffin GSAS Office of Residential Life. Oversees office walk-ins, phone calls, department email account, & social media interactions. 
• Delivers quality customer service by providing accurate information and personalized assistance in a high-volume, in-person environment. 
• Organizes and implements administrative systems and procedures while performing necessary support duties. 
• Serves as a principal source of information on both University and off-campus housing options and advises students (occasionally staff and faculty) on existing options. 
• Gathers and maintains data for and assists in preparing reports such as Weekly Resident Advisor Reports and Weekly Residential Life Newsletter, often using a variety of computer software. 
• Prepares and maintains unit’s records in department’s housing database, StarRez (such as financial, personnel, administrative, student). Reviews complex housing reports to assure compliance with University Requirements and/or government regulations and notifies supervisor of unusual situations.  
• Utilizes Microsoft Office Suite and MailChimp to provide for smooth day-to-day flow of communications within the unit regarding the residence halls. 
• Composes, proofreads, edits, and prepares correspondence, reports, and other materials such as Weekly Deadlines and Reminders Reports using word processing, spreadsheets, and/or databases. 
• Oversees bookings of common areas in residence halls and advises on availability of services within and outside the University for residential gatherings. 
• Assists with compiling, reviewing, and preparing assessment reports. 
• May assist in training, scheduling, and distributing work of students, and temporary workers. 
• Assists with the recruitment of RA positions by taking part in the interview process for the student RA staff and helping to facilitate the application and hiring process. 
• Other duties as assigned. 

Basic Qualifications

Three or more years of related experience. Education beyond high school may count towards experience. 

Additional Qualifications and Skills

Strong 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 and programs such as Microsoft Office Suite, Buy2Pay, StarRez.  

Working Conditions

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.

Additional Information

• Please include a cover letter and resume with your application.
• Visa sponsorship is not available for this position.
• All formal offers with be made by FAS Human Resources.

Work Format Details

This is a hybrid position that is based in Massachusetts. Additional details will be discussed during the interview process. 

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

403033 Staff Assistant III

Work Format

Hybrid (partially on-site, partially remote)

Sub-Unit

Graduate School of Arts and Sciences

Department

Harvard Griffin GSAS

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.

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