This position is 20 hours per week, and shares responsibilities equally with one other individual. Both perform a wide range of complex and sometimes confidential administrative and clerical duties to support programs, events, and scheduling of the Harvard Ed Portal. This position also provides general
This person also communicates with and provides services to a wide range of internal and external constituents related to the facility, outreach, community programs and related activities. As a member of the Ed Portal's Operations Team, an ability to anticipate and resolve problems is required. The receptionists are the main points of contact for signing up community members for membership to the Ed Portal. As such, this role requires the ability to stay up-to-date on the broad range of Ed Portal programs and effectively communicate program details to visitors to the Ed Portal, including identifying opportunities for visitors to participate in Ed Portal programs. Communication with visitors frequently occurs in Spanish.
This role also provides event support for the programs occurring in the Harvard Ed Portal including arranging parking, food, space, equipment, furnishings and other event logistics, as necessary. Responsible for updating the membership database with relevant information, sending out monthly membership renewals, updating the database as information comes in. Additionally, they must have a high level of attention to detail, excellent proof-reading skills, the capability to work with and learn database systems and troubleshoot technical problems at a basic level and perform other duties as required.
Responsible for managing the physical space and all associated functions and contracts associated with cleaning and building facility needs. Primary point of contact with Harvard Real Estate Services in scheduling and maintaining the facility. The receptionist relays information, prioritizes projects based on scheduling and ensures the facility is maintained, repaired and clean.
Responsible for managing the supply ordering for the Ed Portal. Ensure that inventory is kept at appropriate levels, working with the AD for the Ed Portal to ensure budgets are met. Coordinates with the Ed Portal Communications Team to help review the weekly Ed Portal newsletter, post marketing material, ensure that the digital screens are updated, and review the Ed Portal website. Liaise with program staff, vendors and contractors that work in the Ed Portal and provide administrative and operational support as needed.
Harvard Public Affairs and Communications is committed to diversity and fostering an inclusive workplace. We welcome applicants who bring varied experiences, backgrounds, and expertise to advance the work of the department in service to Harvard's mission.
Harvard University Benefits Package Vacation/Sick/Personal/Holidays: Harvard offers 3 (union roles) - 4 (exempt) weeks paid vacation, a paid holiday break between Christmas and New Year's Day, 12 paid sick days, 11.5 paid holidays, and 3 paid personal days each year. Medical/Dental/Vision Benefit: Harvard offers a variety of excellent medical, dental, and vision plans which all begin on the first day of employment. Retirement: University-funded retirement plan with full vesting after 3 years of service. Tuition Assistance Program: Competitive tuition assistance program, $40 per class at the Harvard Extension School and discounted study options through participating Harvard Graduate Schools. Transportation: Harvard offers a 50% discounted MBTA pass as well as parking options to assist employees in their daily commute to campus. Wellness Options: Harvard offers programs and classes at little or no cost, including stress management, massages, nutrition, meditation, and complimentary health services. There are also fee-based athletic facility memberships available at various locations around the university for employees.
Salary Grade: 052
Union: 55 - Hvd Union Cler & Tech Workers
2 or more years of relevant experience
Prior customer service experience required
Verbal fluency in Spanish required
Advanced competency in Microsoft Office applications, particularly Outlook, Word, Excel; final candidate(s) will need to complete a skills assessment
Familiarity with local non-profit organizations focused on K-12 audiences, health and wellness,
workforce development, economic development and/or the arts is helpful
Ability to handle complex and confidential information with discretion
Portuguese, Cantonese, or Mandarin language skills helpful
Familiarity with the Allston-Brighton community helpful
Prior knowledge/ability to learn online event management tools such as Eventbrite, and other
Familiarity with cloud-based applications such as OneDrive, Asana and Google Drive/Google Apps
Prior experience with database and/or project management software systems such as Sumac and/or Asana, or the ability to learn such systems
Ability to pass a CORI/SORI check
Highly organized self-starter
Physical ability to move and lift up to 25lbs. (i.e. tables, chairs, boxes)
The candidate should be friendly, enjoy meeting new people, answering questions, and assisting
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: 50977BR
About Harvard University Administration
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.