Science Education seeks a key support staff member for our unit. The Science Education team provides leadership and support for undergraduate concentrations and departments in the Faculty of Arts & Sciences Division of Science in the areas of academics, advising, undergraduate research, programming, and administration. We seek candidates who have a positive, problem-solving attitude and excellent communication skills, and who will know and consistently follow administrative policy & procedures.
Duties and Responsibilities:
Uses University systems to set up vendors; prepare, submit, and process payment requests, purchase orders & standing purchase orders, invoices, and reimbursements; track payment status, and follow up with vendors and accounts payable as needed to complete transactions
Runs transaction reports, reconciles accounts, and prepares journal spreadsheets to adjust or correct account coding, prepares and maintains unit financial transaction records to assure compliance and notifies supervisor of unusual situations.
Assists unit in event planning and execution: reserves rooms, places and receives food and catering orders according to a pre-determined budget, assists with event set up, staffing, and cleanup. May assist with event scheduling.
Communicates established policies and procedures for travel and reimbursements. Receives applications for conference travel awards, uploads applications, tracks application status, requests & receives receipts, sets up and processes payment requests for awards. Follows up to make sure awards are received.
Follows established policies and procedures to prepare and submit forms to hire student temps and temps, enters time sheets, and approves time for student and temp hires following university procedures. May assist in training or scheduling students, casuals, and temporary workers
Inventories office supplies and keeps inventory; orders and receives office supplies as needed in accordance with a set budget; immediately informs financial director of unusual or non-standard requests.
Prepares documents such as flyers and booklets, and photocopies or sends for professional printing. Monitors process from the start through the end of each job and follows up to check task completion status.
Other duties as required
Important: Please include a cover letter with your application.
All formal offers will be made by FAS HR.
Salary Grade: 053
Union: 55 - Hvd Union Cler & Tech Workers
Three+ years of experience in office administration required. Education beyond high school may substitute for experience.
Strong attention to detail and ability to consistently complete detailed work with few or no errors
Completes work in a timely way
Demonstrated excellence in written and verbal communication skills
Is proactive, takes initiative and perform duties with minimal supervision while at the same time communicating task progress to manager and staff
Able to make sound judgments, assess information, resolve problems, and use good judgment to determine when senior staff need to be involved.
Able to receive constructive criticism and responds by improving; has a growth mindset
Experience building and maintaining effective working relationships with colleagues, managers, and students
Strong interpersonal skills and the ability to interact in a diplomatic and professional manner with staff, students, and faculty
Experience working independently and with good judgment to manage ambiguous and oftentimes changing tasks preferred
Experience effectively using Harvard's administrative systems strongly preferred
Consistently copies colleagues and staff on correspondence regarding issues that require their knowledge, action, or approval
Flexibility and adaptability to changing and shifting priorities 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: 48734BR
About Harvard University Faculty of Arts and Sciences
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.