Directly responsible for managing a variety of activities/processes associated with HUH's provision of service and/or activities that HUH leads, including but not limited to:
Communicates and interacts regularly with University officials, faculty, staff, and students, external organizations, and the public on a variety of matters, including providing information and specific responses to urgent and sensitive issues. Serves as a principle source of information as a representative of the senior management team and may handle emergency communications, requiring judgment and prompt decision-making.
Reviews a wide range of published information, provides analysis, edits, and compiles data for senior management review. Prepares documents, spreadsheets, and presentations, and reviews and edits material.
Identifies inefficiencies and works to streamline business processes where possible, including budget processes, budget templates, and workflow development.
Processes payment of invoices and expenses, and manages and analyzes information for budget reporting and planning.
Provides administrative and organizational support to Managing Director of HUH and senior management teams.
Organizes and arranges appointments, schedules and meetings; arranges for media, space and catering services for meetings; manages department vacation calendars; manages on-boarding for new hires in HUH.
Creates, edits, and refines presentations, reports, plans, media and written communications as required. Assists in creating and refining presentations, drafting reports, logistics, project planning, reporting and implementation as required; may provide support to Communications efforts within HUH and across Campus Services (e.g. creating/editing digital photography/media, assisting in developing/refining HUH's web content/presence, etc.).
Provides leasing activity support including contacting Harvard University affiliates via e-mail, phone, and walk-in. Review, follow-up if necessary, verify, and process HUH resident sublet requests. Approve sublet postings on HUH off campus housing website. Investigate websites to ensure HUH sublet postings are in accordance with policy and tracks unauthorized advertisements. Log, copy, and file leases received by applicants. Archive lease documents as needed.
Coordinates and books travel for HUH as needed; including air/ground transportation, hotels, and conference registration.
Manages office equipment and support needs, including computers, networking requirements, printers, copiers, fax machines, etc. to ensure efficient and reliable office operations. Manages office mail, FedEx and other operational needs associated with HUH's primary office.
Responsible for all Telecom and cell phone requests in HUH. Submits landline requests and changes to Telecom. Responsible for generating telecom billing and information reports when requested. Processes cell phone upgrades and new service requests, sets up new devices and handles any insurance claim requests.
Manages coffee area and office supply room; orders office and kitchen supplies; submits service requests and manages vendor response.
Serves as floor coordinator and submits and follows-up on all building service requests.
Provides administrative training to new administrative hires; engages other administrative support staff as needed to accomplish work; acts as resource and provides backup support for other administrative staff within HUH/Campus Services as needed.
Organizes and implements administrative systems and procedures, performing necessary support duties as needed. Responsible for maintaining up to date and accessible documentation of processes for which this position has primary accountability.
Leads, provides support to, or performs special projects (short and long-range), initiatives, and tasks as assigned.
Performs related duties as required.
Provides high-level administrative and organizational support for the Managing Director of Harvard University Housing and the operational working groups. Serves as principal coordinator for a variety of activities/processes associated with HUH's provision of service and/or activities that HUH leads. Assists the Managing Director and unit leaders in tracking and reporting on projects, initiatives, and service metrics involving HUH; serves as principal administrative contact for internal and external constituencies and provides a high-level of customer service in all aspects of work. Provides, organizes, manages, and implements administrative and logistics support to HUH; assists with various leasing activities; works in collaboration with other administrative and departmental staff to ensure timeliness and responsiveness of all office support services. Works independently with minimal supervision in an environment of multiple and sometimes competing priorities; anticipates and resolves problems; provides updates to Managing Director and unit leaders as needed.
Salary Grade: 055
Union: 55 - Hvd Union Cler & Tech Workers
Minimum of five years related experience in a professional office environment, with progressive growth in responsibilities and independent action. Strong organizational, interpersonal and English grammar and office procedure skills are required. Must possess a positive, problem solving attitude with a strong sense of ownership, self-motivation, work ethic, and professionalism; have the ability and capacity to multitask, prioritize and work independently and proactively with limited direction to meet deadlines; effectively utilize information management systems to facilitate improved outcomes; and be able to interact and communicate effectively and articulately in both spoken and written communication with a diverse audience. Additionally this position requires the appropriate handling of sensitive and confidential materials and information. Must have a thorough knowledge of desktop computing systems and standard office software; be highly proficient in the use of computers including Microsoft Office software suite (i.e. Word, Excel, Access, PowerPoint, Outlook), electronic mail, basic graphic design, and Internet applications.
College degree preferred; education beyond high school level may be considered toward experience. Familiarity with Yardi, PeopleSoft and procurement software such as HCOM desirable.
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: 46902BR
About Harvard University Campus Services
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.