Reports to the Manager of Financial Operations, the Staff Assistant position is part of a four-person team that provides complex administrative services and faculty support to the entire Department of Mathematics, including 21 Senior faculty, 20 Benjamin Peirce Fellows, 20 teaching faculty (Sr. Lecturers, Sr. Preceptors, Preceptors, Lecturers); 60 graduate students, 260 undergraduate math concentrators/joint concentrators; and numerous visiting faculty and researchers.

General Administration:

• Serve as subject matter expert and principal administrative contact and liaison to all Math Department members and visitors providing timely information on policies and procedures.
• Answer general inquiries via telephone calls and e-mail communication, including inquiries sent to the general mainoffice@math and seminars@math e-mail boxes
• Meet and greet incoming visitors. Assist with onboarding of new faculty and researchers.
• Provides support to teaching instructors (such as copying, scanning, printing, etc.)
• Compose, proofread, edit, and prepare correspondence, including recommendation letters
• Manage and organize electronic files on the Math Administrative Team Google Drive
• Receive, sort, and distribute daily mail and packages
• Update department google calendar

Events related:

• Assist with event planning, including instructional lunches and daily after seminar social gatherings.
• Maintains reception, kitchen, and copy/supply room areas, ensuring that these common spaces are neat and organized.
• Help with conferences and other scientific events

Supplies:

• Maintains the general inventory of office supplies, including office and kitchen supplies, printer paper, toner cartridges, storage spaces, etc.
• Responsible for accepting orders and shipments, checking order accuracy, restocking, and delivering the ordered items to their permanent locations.

Operations:

• Submit requests to the Building Operations office for department swipe and key access for new people and visitors.
• Submit facility maintenance and repair requests into the PRESTO dispatch system.
• Equipment maintenance: report problems and communicate with vendors on copiers, fax machines, coffee makers, etc.
• Maintain the department phone lines database, report to Building Operations when there is a problem with existing lines, and request new line installation/removal/transfer.

Other duties as required but not limited to:

• Assist the Mathematics Department administrative leadership team with various special projects
• Serve as a backup to members of the Main Office team to assist with daily routine and inquiries
• Provide faculty support when necessary

Three or more years of related experience. Education beyond high-school may count towards experience.

Experience working in a university setting. Experience using a variety of computer software, including proficiency with Microsoft Office, Adobe, Google Suit, Google Forms, etc. A team player who is flexible and comfortable working in a fast-paced, culturally diverse, multi-person office environment. Demonstrate oral and written communication skills. Ability to handle confidential information with discretion. Ability to manage complex and multiple projects simultaneously to meet the required deadlines. Strong customer service and interpersonal skills. Ability to work independently with minimal supervision.

• Must be able to lift (approximately 10-20 lbs.), bend, push, pull, squat, and perform other physical exertion.
• Must be able to stand for extended periods of time

This position is expected to be based on the Harvard campus in Cambridge, MA

All formal offers will be made by FAS Human Resources

We are unable to provide visa sponsorship

We invite you to visit Harvard’s Total Rewards website to learn more about our outstanding benefits package, which may include:

• 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.

General Administration

USA - MA - Cambridge

403033 Staff Assistant III

On-Site

Mathematics

Sciences

Full-time

053

55 - Hvd Union Cler & Tech Workers

Identity

Monday - Friday, 8:30-4:30
Occasional overtime and weekends may be required

Harvard University views equity, diversity, inclusion, and belonging as the pathway to achieving inclusive excellence and fostering a campus culture where everyone can thrive. We strive to create a community that draws upon the widest possible pool of talent to unify excellence and diversity while fully embracing individuals from varied backgrounds, cultures, races, identities, life experiences, perspectives, beliefs, and values.

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, gender identity, sexual orientation, pregnancy and pregnancy-related conditions, or any other characteristic protected by law.