Staff Assistant, Communications and Media Relations

21-Feb-2024

University Administration

65010BR

Job Summary

The Staff Assistant, Communications and Media Relations performs a variety of complex duties to support the administrative and general communications needs of the HPAC Media Relations and Communications Teams. Primarily, the Staff Assistant will support the Senior Executive Director, Media Relations and Communications and other senior media relations and communications team members as assigned. This role works independently with minimal supervision. This role will work across teams and functions to integrate activities, tools, written and online content, and information in service to broaden departmental priorities.  Anticipates and resolves problems and updates supervisor on status of projects. May oversee work of support staff, students, interns and temporary employees.

Position Description

• Makes appointments and manages calendars and travel arrangements, arranges, and attends meetings, prepares agendas, and produces meeting notes, schedules rooms and equipment.

• Prepares and maintains unit's records (such as financial, personnel, administrative, student) reviews documents, reports, etc., to assure compliance with university requirements.
• Assists with virtual and in-person events and meetings; manages Zoom platform and hosts virtual events; assists with logistics for in-person events such as securing rooms, arranging for food and AV, event set-up, and cleanup, provides meeting notes and summaries.
• Back-up support for other department leadership, including scheduling, phone and meeting management and occasional in-person support as needed.
• Assist HPAC staff in the daily research and collection of media coverage.
• Manage and track incoming media inquiries, coordinating with various departments/University spokesperson who are responsible for follow up and response.
• Manage and track incoming film permit requests, coordinating with various departments/University spokesperson who are responsible for follow up and response.
• Works with other HPAC team members to staff and manage the HPAC audio studio including coordination with Harvard staff, faculty and external media contacts.
• May manage, develop, and execute online content and maintain various website properties for the department.
• Provides technical and backup support by managing official shared email in-boxes and social platform accounts; the ability to flag and triage important technical issues is a must
• Drafts and edits written communications, including memos, briefings, presentations, and internal/external correspondence, as well as assist in the development of talking points, prepares awards entry applications.
• Acts as liaison with related programs or projects within Harvard, at other universities or with government agencies, keeping the supervisor informed of relevant information.
• Provides smooth day-to-day flow of communications within the unit.
• May arrange for use of facilities and advise availability of services within and outside the University for gatherings such as conferences and seminars.

• Is available to coordinate department projects and initiatives as needed.

Basic Qualifications

• Minimum 2+ years of experience in positions with increasing levels of responsibility and independence.
• A strong command of Microsoft Office programs, with strong proficiency in Outlook, Word, Excel, and PowerPoint.

Additional Qualifications and Skills

• Bachelor's degree or equivalent. Knowledge of emerging digital technologies a plus. Writing or communications training strongly preferred. Strong attention to detail and the ability to handle complex and confidential information with discretion.
  
• Ability to work independently with minimal supervision as well as collaboratively as part of a team. Familiarity with web-based collaboration systems (Teams, Zoom, Skype, WebEx, etc.). Some experience in higher education or non-profit communications desirable. Motivated to learn and flexible to change.

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

403033 Staff Assistant III

Work Format

Hybrid (partially on-site, partially remote)

Union

55 - Hvd Union Cler & Tech Workers

Pre-Employment Screening

Education, 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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