Provides a broad range of complex administrative support for the Vice President for Campus Services. Works in conjunction with directors, business liaisons, and managers to provide seamless administrative, and management information support. Communicates and interacts regularly with University officials, external organizations, and the public on a variety of matters. Performs at a high level and independent capacity to evaluate problems and implement solutions. Provides assistance in planning and managing of overall office operations and special functions. Conducts special projects utilizing a wide variety of resources.
Duties and Responsibilities:
Organizes and implements administrative support, including arranging appointments, schedules, and meetings; arranges for media, space, and catering services; manages office mail, supplies, and other operational needs; coordinates office and conference room space and may process invoices. Works in close association with department administrative and departmental staff to ensure timeliness and responsiveness of all office support services;
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 representative of the senior management team and may handle emergency communications, requiring judgment and prompt decision-making.
Works with Vice President and Campus Services' partners to lend project management support on Campus Service wide initiatives. The position will provide coordination of meetings and materials; ensure deadlines are being met; work to ensure continuous flow of information and progress until project completion.
The position will be exposed to and involved in supporting high level confidential University planning and decision-making processes.
Responds to all incoming phone calls and messages during office hours of 8:30am -5:00pm; provides coverage for time away from phone, relays, escalates, or re-directs messages in a timely way.
Reviews a wide range of published information, provides analysis, edits, and compiles data for senior management review. Prepares documents and correspondence, and reviews and edits material.
Manages office equipment, including computer software, hardware, and networking, printers, copiers, fax machines, etc. to ensure efficient and reliable office operations. Works closely with department staff and outside vendors to maintain and repair equipment.
Arranges department-wide meetings and special events, and coordinates programs and activities for visitors. Plans and organizes travel/accommodation arrangements and manages related expense reporting activities.
May develop PowerPoint presentations and edit decks.
May work on special projects and other duties as assigned.
Salary Grade: 055
Union: 55 - Hvd Union Cler & Tech Workers
Five or more years related experience in a highly visible professional office environment, with progressive growth in responsibilities and independent action, preferably in an academic or similar environment. Proficient in Microsoft Word, Excel, PowerPoint, and online calendaring systems.
College degree preferred; education beyond high school level may be considered toward experience. The person in this role must be proactive in a variety of settings and have a demonstrated ability to think quickly, disseminate information, communicate with affected parties, and bring issues to resolution. Self-initiative, confidence, adaptability, strong attention to detail and good judgment are required. Excellent interpersonal skills and the ability to develop valuable working relationships required. Must be able to understand and work through project plans and provide project management support. Thorough knowledge of desktop computer systems, standard office software, and Harvard Financial Systems is essential. Must be able to prioritize work and manage multiple tasks and competing priorities. Position requires ability to be discrete; handle sensitive, confidential, and complex materials and information. Harvard knowledge and experience 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: 53843BR
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.