The Harvard John A. Paulson School of Engineering and Applied Sciences (SEAS) seeks an enthusiastic, collaborative, self-starter to provide critical, high-level administrative support for one or more Area Directors. The position's primary responsibilities include providing administrative support for the Area Director(s) to accomplish Area projects and initiatives, working with graduate and undergraduate student groups to plan and execute community-building activities, supporting faculty search and review committees, processing financial transactions for Areas.
Community-Building Activities: Takes full responsibility for planning, organizing, and facilitating community-building activities for students and area staff. This includes room reservations, catering, event communication, tracking responses, ordering giveaways, creating the event schedule, and processing payment. Events include, but are not limited to, monthly area student socials, bi-monthly faculty admin socials, the faculty admin retreat, and holiday lunches. May coordinate weekly/monthly area newsletters to keep the community up-to-date on events, job opportunities, and other relevant information. Manages access to the Faculty Admin wiki and updates the Wiki, when necessary.
Faculty Searches, Reviews, and Promotions: The AC provides administrative support for faculty searches and reviews. S/he works with the Area Director to post job ads, organize candidate visits (makes travel arrangements, creates a visit schedule, advertises the seminars, and processes the reimbursements), and other tasks as needed. S/he may prepare materials for search and review committee meetings, manage documents in SharePoint, and upload updated documents in ARieS. S/he may also respond to inquiries from candidates and reference providers and disposition candidates in ARieS. For senior searches and for some reviews and promotions, the AC sends out the solicitations for external letters and maintains accurate tracking of the letters received, follows up with letter writers as necessary, and posts responses on SharePoint.
Area Support: The AC provides administrative support for Area Directors as needed, including but not limited to: updates webpages and administers social media outlets, coordinates weekly seminars including room reservations, event communication, catering, scheduling visits, travel arrangements and reimbursements. Provides monthly updates on area finances, including running and reviewing detailed listings to ensure expenses are appropriate and on the correct account. Handles room reservations, catering and reminders for weekly faculty and staff meetings. Processes invoice payments for area related expenses. Updates office assignments using University web-based tool. Supports area projects and initiatives, as directed by the Area Deans or Area Directors.
Note: Both a cover letter and resume are required to be considered for this position.
SEAS is not able to provide visa sponsorship for this position.
Commitment to Diversity
SEAS is dedicated to building a diverse community of individuals who are committed to contributing to an inclusive environment. Some of our core values include respect for all, serving the greater good, and welcoming individuals from diverse backgrounds, experiences, and perspectives.
Many SEAS employees are eligible for Flexible Work Arrangements, which may be explored during the interview process.
The Harvard John A. Paulson School of Engineering and Applied Sciences serves as the connector and integrator of Harvard's teaching and research efforts in engineering, applied sciences, and technology. Our core tenets are: educating broad-minded students; interdisciplinary research; integration across disciplines; and balancing theory, experimentation and practice to create an unmatched environment for learning and exploration. Through collaboration with researchers from all parts of Harvard, other universities, and industry, we bring discovery and innovation directly to bear on improving human life and society. For more information about us, please visit www.seas.harvard.edu.
Salary Grade: 054
Union: 55 - Hvd Union Cler & Tech Workers
3+ years of administrative office experience. Education beyond high school may count towards years of experience.
Education: College degree preferred, or an equivalent of college level coursework plus relevant experience in an office environment.
Skills and Experience: Experience supporting multiple supervisors strongly preferred.
Excellent time management and organizational skills, and the ability to prioritize work to meet the needs of multiple supervisors in a fast-paced envionment. Must be able to work with interruptions, adapt to change, and respond quickly to last minute requests and changes to calendars, schedules and/or travel. Ability to work independently with minimal supervision, make appropriate adjustments to work flow, demonstrate initiative and problem solve. Strong attention to detail, accuracy, follow through, and dependability essential.
Communication: Ability to establish effective work relationships across all levels. Excellent customer service and oral and written communication skills.
Computer Skills: Competency using a variety of computer software, including Word, Excel and PowerPoint. Must possess the ability to learn and adapt to new systems quickly, including emerging office technologies and communication tools. Experience with updating websites and using Harvard financial systems and iProcurement preferred.
Financial: Solid working knowledge of basic financial concepts and tools (i.e., financial reporting, spreadsheet manipulation) preferred.
EQUAL OPPORTUNITY EMPLOYER: 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, or any other characteristic protected by law.
Internal Number: 45265BR
About Harvard University
Harvard University is devoted to excellence in teaching, learning, and research, and to developing leaders in many disciplines who make a difference globally. The University, which is based in Cambridge and Boston, Massachusetts, has an enrollment of over 20,000 degree candidates, including undergraduate, graduate, and professional students. Harvard has more than 360,000 alumni around the world. The University has twelve degree-granting Schools in addition to the Radcliffe Institute for Advanced Study, offering a truly global education. Established in 1636, Harvard is the oldest institution of higher education in the United States.