The Graduate Commons Program creates vibrant learning and social opportunities for students, faculty, staff, and their families living within Harvard University Housing properties. Events curated under the direction of our dedicated staff of residential Faculty Directors, full-time professional staff, and Community Advisors support our residential community, provide opportunities for engagement amongst neighbors, and sustain over 400 events per year to help make Harvard home for all. The Graduate Commons Administrative Staff Assistant is a 40-hour/week paid position for a talented and energetic administrative professional with a career interest in residential living-learning communities.
Reporting to the Director of Graduate Commons, the Staff Assistant is responsible for supporting the effective management of Graduate Commons operations within Harvard University Housing. The position plays a critical role in ensuring that the Graduate Commons full time staff, programming and residents are supported in a manner consistent with the mission, vision and values of Graduate Commons/Harvard Housing, Campus Services and Harvard University.
Responsibilities include but are not limited to the following:
Event and Project Management:
Support Director, Associate Director and Program Managers through room scheduling, media and av assistance, catering, marketing, parking, and vendor management
Help research local events, resources, and programs that would benefit resident population
Staff Graduate Commons programs as needed (after hours and weekend work may be required); must complete Crowd Manager training
Manage Resident Room Reservation Process for entire portfolio in Ungerboeck system
Coordinate with Program Managers on common room usage
Update access for Room Reservations and Community Advisor/Faculty Director staff in C-Cure card management system
Prepare and process invoices, reimbursement, and P-Card processing through University financial and procurement system, including managing Community Advisor P-Card receipts
Track expenses by Area for budget process
Manage vendor setup in University system, common room key inventory and storage room inventory for common rooms
Answer questions and direct communication through the Graduate Commons general inbox and voicemail
Assist in creation of business processes for Graduate Commons department and team
Prepare documents for various meetings/trainings/workshops as directed
Submit and track general work requests related to Graduate Commons common areas including cleaning, furniture moves, light bulbs, etc
Assist in the development of templates for weekly Graduate Commons newsletters
Create promotional materials for Graduate Commons events as needed
Provide clear information to residents when approached
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.
Salary Grade: 053
Union: 55 - Hvd Union Cler & Tech Workers
Bachelor's degree or equivalent business training beyond high school preferred.
Event Planning or Student Affairs experience preferred.
The ideal candidate will possess excellent verbal and written communication skills, strong interpersonal skills, the ability to work effectively and independently in a fast-paced environment and attention to detail.
Must be able to manage multiple responsibilities, set priorities, take initiative, and meet deadlines.
Must have proven ability to handle sensitive data with confidentially and discretion.
Professional demeanor, appearance and customer service experience essential.
Must have excellent computer skills including in-depth understanding of, and experience with, databases, spreadsheets, word processing and scheduling/email software packages (Microsoft Word, Excel, Access, Yardi, and Outlook). Must be willing to provide support to other HUH departments as needed.
Ability to lift furniture on occasion.
Ability to work alone.
Must be able to work a 9-5pm schedule daily, however, the staff assistant may be asked to work evening and weekend hours as needed for event support. Flexibility will be considered. Duties will range from sitting at a desk to moving across properties for event set-up and support. Work will be accomplished using a variety of computer and cloud-based platforms, so ability to learn quickly is essential.
HUH/Campus Services requires pre-employment reference and background screening. Candidates must submit a resume, cover letter and writing sample to be considered.
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.
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.