Staff Assistant II

11-Dec-2024

Staff Assistant II

Campus Services

67509BR

Job Summary

Performs a wide variety of moderately complex administrative duties and customer service functions essential to the successful operation of the Mail and Distribution Services unit.  Exercises judgment in selecting and applying established procedures correctly and determines when to refer problems to the supervisor. Will work closely with the Operations Manager, Mail Services Staffand Management Team to ensure the successful operation of Harvard University Mail and Distribution Services, through a commitment to the highest standards of customer service.
 

Position Description

• Knowledgeable of all Mail and Distribution Services’ policies and procedures.  Can handle all forms of communication when handling customer inquiries.  Must possess skills in and must be comfortable with dealing with the public and should know how and where to get answers when necessary.
• Can perform one or more of the major work processes for Mail and Distribution Services including but not limited to: Sorting and metering of mail, receiving of parcels from USPS and other carriers, running satellite mail centers, loading docks, mail count, data entry, delivery of mail and packages, tracking of charge back and billing information, Mail Services email responses and the student mail forwarding process.
• Must be able to learn all Mail Services’ operating systems and develop a basic understanding of all processes in use at Mail Services.
• Must have a working knowledge of mail equipment, such as ink jet printers, inserters and metering machines and ability to run jobs on these machines. 
• Works to prepare direct mail.  Receives inventory, performs miscellaneous hand operations: labeling, folding and kitting.
• Will be responsible for work with student and customer information, where confidentiality must be maintained.
• Keeps informed of U.S. Postal and other carrier rates and regulations regarding mail piece design and shipping of mail and packages.  Uses computer systems for shipping and receiving in place at HUMS including UPS online, FEDEX online, Pitney Bowes and WITS Tracking.   
• Performs other duties as required.

Basic Qualifications

High school graduate or equivalent with some administrative training and one to two years of related experience (customer service preferred).  Must have excellent communication and interpersonal skills. Must be able to work as part of a team and be able to effectively interact with a wide variety of constituencies.  Must have excellent customer service skills and experience working with the public.  Must be able to perform duties with a high degree of speed, accuracy and attention to detail. Experience with mail handling, metering, and shipping and receiving preferred.   Must be willing to work in multiple locations on the Allston and Cambridge Campuses. 
 

Additional Qualifications and Skills

Technology Skills Required:
Must have strong computer skills including experience with spreadsheet and word processing software packages (Windows, Microsoft Word and Excel, FileMaker Pro preferred).  Must be willing to supplement knowledge with training and development courses. 

Special Requirements:
May be required to work alternate schedules during Mail Services’ peak seasons.  May be required to be certified through USPS Mail Piece Design program.  Will be required to wear a HUMS provided uniform and PPD where necessary. Will be required to have annual trainings through Environmental Health and Safety and maintain certification.

Physical Requirements

Considerable reaching, bending, standing and walking required. Must be willing and able to perform physically demanding work outdoors in all weather conditions.  Must be able to lift up to 70 lbs. and team lift 150 lbs.  May be required to be trained on and use electric pallet jacks, pallet tilter and other HUMS processing and receiving equipment.  

Working Conditions

The health of our workforce is a priority for Harvard University. With that in mind, we strongly encourage all employees to be up-to-date on CDC-recommended vaccines.

Work Format Details

This position is based primarily on-campus, in Massachusetts. This may include in-person during emergency situations (if applicable). Additional details will be discussed during the interview process. Certain visa types may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

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

General Administration

Department Office Location

USA - MA - Cambridge

Job Code

403020 Staff Assistant II

Work Format

On-Site

Sub-Unit

Transportation

Salary Grade

051

Department

102390

Union

55 - Hvd Union Cler & Tech Workers

Hourly Rate and/or Rate Range

$26.07-$39.94

Time Status

Full-time

Pre-Employment Screening

Education, Employment, 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.