Staff Assistant

08-Apr-2024

University Administration

65406BR

Job Summary

The Staff Assistant provides administrative and programmatic support to the Office of the Muslim Chaplain, the Harvard Chaplains, and the Board of Religious, Spiritual and Ethical Life (BRSEL). This position reports to the Memorial Church. The Staff Assistant supports the works of these entities in their efforts to meet the religious, spiritual, and ethical needs of the Harvard community.   

As the first point of contact for these entities, the Staff Assistant actively engages internal and external individuals and offices with a sense of hospitality, acceptance, and warmth. 

Position Description

Principal Duties and Responsibilities:

• Provides administrative support to the Muslim Chaplain, Harvard Chaplains, and BRSEL including: 
  • Fulfills calendar and scheduling needs.
  • Prepares and submits financial documentation. 
  • Fulfills room reservation requests.
  • Provides room set-up and breakdown for meetings.
  • During term, establishes agendas and takes minutes for monthly plenary sessions and executive committee meetings of Harvard Chaplains.
  • Maintains active Harvard Chaplains internal roster and committee lists.
  • Monitors [email protected] email and responds accordingly.
  • Supports Harvard Chaplains with fielding chaplain inquiries, applications and associated paperwork, and onboarding of new chaplains, in consultation with Harvard Human Resources.
  • Keeps records of BRSEL proceedings.
  • Provides general administrative tasks necessary to the operation of these entities.
• Supports programmatic efforts of the Muslim Chaplain and the Harvard Chaplains, including: 
  • Provides outreach to campus partners and additional university entities to publicize events and programs.
  • Coordinates Chaplains’ participation in University-wide events, such as Orientation and Commencement.
  • Secures supplies and offers day-of coordination for events.
• Oversees the day-to-day operations for the Office of the Muslim Chaplain and the Harvard Chaplains.
• Updates and maintains Harvard Chaplains and Office of Muslim Chaplains websites and social media presence.
• Uses Concur and B2P (Buy-to-Pay) financial platforms to prepare payments, invoices, and reimbursements, and other financial transactions for approval.
• Possesses Harvard University Purchasing Card holder responsibilities.
• Other duties as assigned.

Basic Qualifications

Candidates MUST meet the following basic qualifications in order to be considered for this role:

• Minimum of 3 years of administrative experience is required.  Education beyond high school may count toward years of experience.

Additional Qualifications and Skills

• College background preferred.
• An interest in working with diverse, talented, and highly motivated Harvard students, as well as a commitment to holistic student wellbeing.
• Possesses good judgment, excellent communication and interpersonal skills, a willingness to take initiative, flexibility, organization, and a positive attitude.
• Ability to effectively balance competing priorities.
• Proficiency with Microsoft Office Suite programs. 

Additional Information

Position that may require occasional work outside of regularly scheduled hours.

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. 

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)

Sub-Unit

Interfaculty Initiatives

Department

Memorial Church

Union

55 - Hvd Union Cler & Tech Workers

Pre-Employment Screening

Identity

Schedule

Part-time. 20 hours per week. 

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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