Staff Assistant, Administration & Finance, Baker Library
16-Aug-2024
Staff Assistant, Administration & Finance, Baker Library
Harvard Business School
66547BR
Job Summary
Reporting to the Director of Administration & Finance (AdFin), the position is responsible for supporting the administrative needs of the executive leadership team, including being a welcoming presence in the office, coordinating calendars, arranging travel, and creating, reviewing, and editing communications. Additional responsibilities include meeting and event support, creation of reports, procurement, and financial duties. Continued learning and professional development are an expectation of all community members.
Position Description
Responsibilities Include:
General:
- As a primary duty, is a consistent presence in the physical office space to welcome and greet visitors and manage office area.
- Responsible for general office organization and maintaining office equipment (ex. main conference room AV and schedule, office, copier machine and kitchen supplies, etc.).
- Proactively anticipates the needs of the leadership team.
- Schedules and participates in Leadership Team and other meetings and events, overseeing the organization of agendas, notes, action items, and planning to ensure smooth execution.
- Acts as the liaison for various digital and print publications; executes logistics related to outreach activities and publicity.
- Executes travel arrangements and processes reimbursements for Leadership Team members and Baker Library (BL) staff.
- Provides input to AdFin budget with Senior Coordinator, Business Operations.
- Tracks seasonal BL-wide activities, ensuring their on-time execution (ex. holiday cards, new faculty tracking).
- Maintains, updates and communicates department-wide inclement weather guidelines.
- Supports recruitment activities for Leadership Team direct report vacancies (ex. scheduling interviews).
- Schedules communications and supports logistics for the BL Executive Director and Leadership Team-sponsored events.
- Responsible for operations-related details and catering.
- Administers calendar for the BL Executive Director, Leadership Team members and people managers as needed.
- Tracks and processes invoices for BL departments.
- Leads coordination of BL quarterly or semi-annual reporting with Leadership Team (ex. FORD report, quarterly/semi-annual reporting, ARL & ABLD stats) in addition to other reporting needs as they arise. Gathers, compiles, tracks data, analytics efforts and metrics for reporting purposes.
- Liaises with Harvard Library and external business, college, and university libraries.
- Pursues relevant professional development opportunities.
- Participates in HBS and Library committees.
- Responsible for other duties as assigned.
- Reports to the Director of AdFin, BL and is a member of the Administration & Finance team.
- Supports BL Leadership Team and managers.
- Works closely with BL Leadership Team and represents the ED in the BL community.
- Liaises with HBS and Harvard Library staff.
Basic Qualifications
- High School Diploma, GED, or equivalent is required.
- 3+ years of experience in administrative support role(s) is required.
- Education beyond high school may count toward experience.
- Microsoft Office (Word, Excel, PowerPoint and Outlook) experience is a must.
Additional Qualifications and Skills
- Proactive mindset and an enjoyment of details and anticipating processes and outcomes.
- Attention to detail and accuracy; writing, evaluation and assessment skills.
- Able to prioritize, problem-solve, multitask and work with minimal supervision and frequent interruptions in a fast-paced environment; is flexible in changing priorities, adapting to the School’s strategy and BL’s priority customers’ needs.
- Exercises judgement and maintains confidentiality.
- Strong collaboration skills, contributing across BL, HBS, and Harvard Library.
- Respect for the rights, differences, and dignity of others.
- Honesty and integrity in dealing with all members of the community.
- Accountability for personal behavior.
- You are energized by administrative activities, organizing and reporting information, managing multiple schedules, and building strong communication ties with members of the HBS and Harvard community.
- You are excited about learning new technologies and introducing the ones you know to your colleagues.
- You want to understand the context before providing the answer.
- You can thrive in a high-touch, customer-focused environment.
- You find navigating through ambiguity more exhilarating than frustrating.
- You’re committed to working on a team where we believe that all of us together are better and smarter than one of us alone.
Additional Information
This is a 40 hours/week, overtime-eligible position.
This is a hybrid position which we consider to be a combination of remote and onsite work at our Boston, MA based campus. HBS expects all staff to be onsite 4 days per week and departments provide onsite coverage Monday – Friday. Specific hours and days onsite will be determined by business needs and are subject to change with appropriate advanced notice.
We may conduct candidate interviews virtually (phone and/or via Zoom) and/or in-person for this role.
A cover letter is required to be considered for this opportunity.
Harvard Business School will not offer visa sponsorship for this opportunity.
Culture of Inclusion: The work and well-being of HBS is profoundly strengthened by the diversity of our network and our differences in background, culture, national origin, religion, sexual orientation, and life experiences. Explore more about HBS work culture here https://www.hbs.edu/employment
About Us
Are you excited about the idea of joining a world-class organization at the intersection of higher education and business? Are you drawn to the community and energy of being part of a college campus? Does administrative work thrill you? If so, join us in the delivery of our mission to educate leaders who make a difference in the world in an adaptive, collaborative, and inclusive environment. Knowledge and Library Services (BL) at Harvard Business School (HBS) is one of the leading academic business libraries in the world. Its innovative programs provide the expertise and resources that faculty, students, alumni and visiting scholars depend on in order to create, share, discover, use and disseminate knowledge. Along with HBS, it is committed to advancing racial equity. Check out some of our services for the HBS Community, explore our exhibits, or just browse the library website www.library.hbs.edu/.
Benefits
We invite you to visit Harvard's Total Rewards website (https://hr.harvard.edu/totalrewards) 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.
Job Function
Finance, General Administration, Library
Department Office Location
USA - MA - Boston
Job Code
403033 Staff Assistant III
Work Format
Hybrid (partially on-site, partially remote)
Sub-Unit
------------
Salary Grade
053
Department
Baker Library
Annual Salary Range
$32.42/hr.
Union
55 - Hvd Union Cler & Tech Workers
Time Status
Full-time
Pre-Employment Screening
Identity
Commitment to Equity, Diversity, Inclusion, and Belonging
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.
EEO Statement
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.
LinkedIn Recruiter Tag (for internal use only)
#LI-MM1
