What are the responsibilities and job description for the Administrative Assistant (Staff III) position at Harvard University?
Job Summary
Energy & Facilities (E&F) operates and manages Harvard’s energy supplies, district energy plants, and utility infrastructures on the Cambridge/Allston campuses, as well as a 24/7 facilities-related call, alarm monitoring, and dispatch center. E&F also provides a broad portfolio of labor-based services, including building maintenance, landscaping, and custodial, to a large portion of the University, as well as engineering, technical, and sustainability services. Facilities Maintenance Operations (FMO), a department within E&F, offers primary building maintenance, landscape, fire safety, custodial, and event support services to Harvard schools and departments on a fee-for-service basis. All services are provided in strict accordance with regulatory requirements and customer-determined standards.
Position Description
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- Provides administrative support services to all E&F groups, including, but not limited to, invoice processing, contracts, and records management, arranging group meetings and coordinating special events, office equipment inventory and maintenance, updating spreadsheets and preparing expense reports for employee reimbursements.
- Performs online verification of PCard transactions against submitted receipts and maintains financial records for each PCard user in conformance with University record retention policies.
- Performs data entry; information management and extraction; database creation and maintenance; report generation and distribution utilizing; data information analysis utilizing various programs/technologies Buy 2 Pay, Maximo, Adobe Sign, Microsoft Suite, (e.g., Word, Excel, Power Point) in support of various needs/activities within E&F.
- Maintains electronic and paper-based record keeping systems and reports for group, ensures that all activity records are accurately filed and easily accessible in appropriate shared drive.
- Provides customer service support and interface services, as well as internal support on a variety administrative activity. All communications and support must be provided in a professional manner.
- Ensures that required office supplies and equipment are available in proper working order for the E&F group.
- Administers cell phone acquisition, distribution, upgrades and returns for service or repair for staff. Reviews monthly billing activity using the university system and initiates investigation of discrepancies.
- Opens and updates work orders and associated billing projects, generates pre-configured and ad-hoc activity reports as required as backup for Finance. Dispatch, archive through Asurio and sends Inspection Reports or activity reports to building managers.
- Provides administrative support services to maintain up-to-date Safety Data Sheets for all FMO Custodial Services Supervisors in order to meet OSHA annual requirements.
- Provides assistance with the annual Commencement event support and administration, including: maintaining and updating the vendor and equipment ordering database; ensuring all orders are correctly placed and that all equipment will be available for delivery as needed; verifying invoice accuracy of all orders before forwarding to individual departments for payment processing; generating user reports.
- Participates in the establishment and implementation of office policies and procedures required to meet departmental goals. This includes the review of existing processes and procedures, and the development of new processes and procedures.
- Participates in department cross training to provide backup for all support staff functions across E&F.
- Perform all functions in an efficient and accurate manner in full compliance with established policies and procedures,
- Perform related job duties or other assignments as required or directed.
Basic Qualifications
High School graduate and three years of experience in related professional administrative setting required.
Additional Qualifications and Skills
College degree preferred. Must possess strong interpersonal, communication, planning and organizational skills. Must be customer focused with the ability to work with a diverse constituency. Must project a professional demeanor at all times and be capable of accurately handling time sensitive materials and information. Must possess demonstrated ability to manage multiple tasks on deadline and to work both independently and as part of a team.
Technology Skills Required: Demonstrated proficiency with desktop and mobile computing applications, including Microsoft Office required.
Physical Requirements
Ability to perform repetitive tasks such as data entry along with strong visual acuity required.
Additional Information
Emergency Status Designation: Critical Operations Personnel
Harvard University Central Administration’s commitment to Diversity, Inclusion and Belonging is rooted in our belief in drawing on the widest possible pool of talent to unify excellence and diversity. Our community strives to uphold these beliefs by honoring the rights, differences, and dignity of others and embracing individuals from varied backgrounds, cultures, races, identities, life experiences, perspectives, beliefs, and values. We aim to foster a campus culture where everyone can thrive, a key to which is ensuring that each of us experience a profound sense of inclusion and belonging.
Benefits
- 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
Department Office Location
Job Code
Work Format
Department
Sub-Unit
Time Status
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Union
Pre-Employment Screening
Schedule
Scheduled days off: Sunday & Saturday
Commitment to Equity, Diversity, Inclusion, and Belonging
EEO Statement
Salary : $40 - $5,250
