Administrative Assistant II (for Staff)-Recruited
Location
Cambridge, MA | United States
Job description
Description:
Organizes and implements administrative systems and procedures. Serves as principal source of information on unit, project or program. Gathers and maintains data for and assists in preparing reports, often using a variety of computer software. Prepares and maintains financial, personnel, administrative, student records. Provides for smooth day to day flow of communications within the department. May compose, proofread, edit and prepare correspondence, reports and other materials using word processing, spreadsheets and or databases. Arranges for use of facilities and plans meetings, conferences and seminars. Contributes to unit goals by accomplishing clerical or administrative duties as required. Ability to work independently with minimal supervision, to handle complex and confidential information. Competency using a variety of office computer software. Requires intermediate to advanced knowledge of email calendar, word processing, spreadsheets. Prior office experience required.
Additional Details
- Preferred Pay Rate Range : 30-30
- Tenure Limit : 3 months
- Report To Location : 2nd Floor, Lehman Hall, 1 Harvard Yard
- Will the worker be working on campus at Harvard : Yes
- FLSA Exemption Status : Non-Exempt/OT Eligible
- Required Education : High School Graduate
- Required occupational training, certifications or license(s) : None
- Business Title : (No Value)
- Additional Job Details : GSAS Residential Life Staff Assistant Temporary Position Job Duties: Serves as principal and first source of information regarding the GSAS residence halls for students, staff, faculty, and visitors to Harvard Delivers quality customer service by providing accurate information and personalized assistance in a high-volume environment in person, via e-mail and over the phone; creates a warm, welcoming environment Provides general guidance to students on Harvard-owned and off-campus housing Gathers and maintains data within the student housing database (StarRez) for use in daily, weekly, monthly, and yearly reports Maintains GSAS residence hall roster and ensures that it is updated at all times Collects, tracks and maintains lock-out, guest and event policy forms; maintains the residence hall lounge reservation calendar Maintains key distribution records; performs quarterly key inventories in the B-2 and Perkins 20 offices Oversees the logistics of move-out and summer move-in, including communication to students, liaising with the Facilities and custodial staff, and monitoring key collection and pick up Maintains Residential Life bulletin board in the GSAS Student Center Composes personalized communications to students while utilizing template components Provides indirect supervision to the Resident Advisor team (16 student staff members) as well as seasonal student office workers Serves as the primary contact for the administration of the GSAS Resident Advisor (RA) program Regularly works with the RAs to collect, review, and organize Weekly Reports and other forms Oversees communication procedures, distributing important announcements to Residential Life staff and residents via email (i.e., Friday Newsletter) and social media platforms Designs, edits, and prints posters and resources that are distributed to RAs and the Harvard community; edits, revises, and creates needed resources for the office Prepares the Friday pick-up and weekly Friday email for RAs Tracks RA vacation time, ensures that it is inputted on the Residential Life calendar Maintains Residential Life Google Drives and ensures that all materials are updated Serves as primary financial contact for Residence Life; reviews, prepares, submits invoices for payment, resolves billing discrepancies, and maintains and develops vendor relationships
- Does this position require a HUID? : Yes
- Is the worker converting from being a Harvard full-time employee (FTE)? : No
- Pre-identified candidate's information, including name, email, phone, state/city/zip & pay rate : (No Value)
- Role requires identity, I-9 and 3 reference screen (recruited) : Yes
- Role requires identity, I-9 screen (payrolled) : No
- Role requires DMV/driving history screen : No
- Role requires criminal background and sexual offender screening CORI/SORI : No
- Role requires criminal background screen : No
- Role requires 10-panel drug screen : No
- Role requires credit record check : No
- Role requires compliance with Immunization policy. : No
Job tags
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