As an integral member of the Harvard Law School Office of Communications, the Administrative Assistant performs a variety of administrative duties in support of the department and its operations. The Office of Communications currently manages more than 30 independent contractors and contingent staff, and more than a dozen web, technology, and print vendors. The primary responsibilities include managing the administrative functions surrounding the office's contingent work force, processing departmental invoices and other financial transactions, and serving as the assistant to the Associate Dean for Communications and Public Affairs. This critical position also works closely with Human Resources, the Finance Office, and other departments and units throughout HLS.
The position requires a motivated self-starter with strong problem-solving skills, sound judgment, and the ability to juggle multiple tasks and to work both independently and collaboratively as part of a team.
The position is a part-time term position of 17.5 hours per week from present to June 30, 2020, with the possibility of extension based on funding.
Duties & Responsibilities
Assists the Associate Dean for Communications and Public Affairs with a variety of activities, including scheduling, meeting support, and occasional event planning, report preparation, and special projects.
Coordinates vendor and temporary employee processes. Works closely with Human Resources and Finance to ensure that all vendors are appropriately classified as either temporary employees or independent contractors, and systematically reviews and updates contract status.
Manages the processing and payment of all invoices from both contingent workforce and vendors.
Manages the department's financial processing, including vendor payments, p-card and corporate card payments, and all travel reimbursements. Troubleshoots vendor payment issues as needed.
Prepares mailing lists for the Harvard Law Bulletin and Harvard Law Today (total 4 times per year), coordinating with Alumni Affairs to ensure addresses are updated. Works with external vendors to ensure timely delivery and distribution.
Provides weekly operations support for the Communications Office, including ordering supplies and fielding inquiries.
Assists in the preparation of a daily (during the academic year) email of news clips as needed.
Suggests and implements process improvements for the management of the office's contingent workforce, payment processing, and other administrative operations. This may involve writing standard operating procedures; creating onboarding/offboarding checklists and orientation materials for departmental temps and student employees; reviewing payment processing with an eye toward increased efficiency; and providing periodic updates on process improvement efforts. Helps incorporate new university policies into the department's business practices as they arise
Performs other duties as assigned
This is a part time, benefits eligible position.
This is a term appointment expected to extend through June 30, 2020, contingent upon continued available funding and business needs.
All offers to be made by HLS Human Resources.
Salary Grade: 053
Union: 55 - Hvd Union Cler & Tech Workers
Minimum 3 years of experience in office administration and customer service. Education beyond high school may count toward experience.
Experience with ORACLE Financial systems
Strong knowledge of Harvard's financial applications
Proficiency in Microsoft Office, including Word and Excel
Excellent communication skills
Positive attitude with ability to interact professionally and courteously with a diverse range of personalities and styles
Strong problem-solving and organizational skills with a keen attention to detail and accuracy
Sound judgment and an ability to handle confidential materials and information with discretion
Ability to work independently with minimal supervision as well as collaboratively as part of a team and the ability to handle shifting priorities and work on multiple tasks simultaneously
Experience in higher education or non-profit communications desirable
Experience in managing contingent staff and processes is a plus
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.
Internal Number: 49855BR
About Harvard University Law School
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.