HR & Special Projects Assistant (67841BR)

Job Summary

The Harvard Museums of Science & Culture are dedicated to building a diverse community of individuals who are committed to contributing to an inclusive environment – including fostering respect for all, serving the greater good, and welcoming individuals from a variety of backgrounds, experiences, and perspectives. To learn more about HMSC's mission, objectives, and core values, please visit our website https://hmsc.harvard.edu/

Reporting to the HMSC Administrative Director and working in close partnership with the Executive Director and Executive Assistant, the HR & Special Projects Assistant performs various administrative and clerical duties to support HMSC’s HR processes, staff development, and community-building activities. The role also supports museum-wide projects, including adherence to the University’s policy on the protection and safety of minors, EDIBA initiatives, and HMSC signature events and festivals.

HMSC has nearly 50 full- and part-time employees. The organization can have as many as 40 additional team members throughout the year in less-than-halftime temporary and student-worker roles. HMSC’s museums are open to the public 357 days each year. In addition, the museums host several signature events and festivals celebrating science and culture throughout the year. The HR & Special Projects Assistant is a key position in the Administration Department. It is critical in supporting the management of our complex HR infrastructure and staff engagement needs with sensitivity and discretion while providing additional support for HMSC’s cross-departmental activities.

Position Description

Support all administrative steps of the FAS hiring process

• In coordination with the FAS HR Recruiter(s), advise hiring managers on the recruitment process and best practices for inclusive and equitable searches
• Follow FAS procedures for developing and posting approved job postings
• Manage posting to external job boards and museum-specific job boards to attract a diverse candidate pool
• Manage applicants’ status in the University’s recruitment database
• Schedule interviews for hiring managers and interview teams
• Lead the organizational aspects of the job offer and employee onboarding processes and, as needed, off-boarding procedures for departing staff members.
  
  

Support administrative processes for staff training, professional development, and community-building activities

• Coordinate all logistics for staff professional development and team-building activities, including “all-staff” meetings and training events, departmental presentations, and social events. This includes but is not limited to scheduling, room booking, arranging catering, facilities, and custodial requests, distributing pre-meeting materials, hybrid meeting setup using Zoom, taking meeting minutes, and distributing minutes and other post-meeting materials.
• Represent HMSC on internal committees, working groups, and other committees for collaborative events with partner museums as needed
• Maintain institutional memberships with field-specific national organizations (AAM, NEMA, ASTC, etc.)
  
  

Supports HMSC’s internal communications

• Produce and distribute a weekly internal e-newsletter using information from HMSC staff and the HMSC-wide Outlook calendar
• Monitor the HMSC-wide Outlook calendar for conflicts and resolve with designated calendar keepers as needed.
• Add Administration-based events to the HMSC-wide Outlook calendar
• Maintain a calendar of upcoming HR-related transactions and draft communications with staff. Examples of communications include timelines and instructions for performance management, salary increases and associated letters, use of earned paid time off, and benefits updates.
  
  

Maintain positions in the University’s personnel management systems

• Track all temporary and student worker appointments to ensure position end dates are accurate
• Contact supervisors to determine the need for extensions and/or terminations
• Process actions in the FAS HR system to align appointments with departmental needs
• Update personnel information in the FAS HR system to reflect changes in title, salary, etc.
  
  

Support special administration and HMSC-wide projects

• Maintain HMSC policy documentation and other relevant resources in the central repository
• Participate in survey development, distribution, and analysis, as assigned by the Director of Administration and Executive Director
• Serve as administrative contact and coordinator for HMSC’s youth protection registrations for summer programming
• Provide pre-event organizational and day-of support for HMSC’s signature events and festivals
  
  

Basic Qualifications

• Three or more years of administrative experience in an office environment. Education beyond high school may count toward experience.
• Facility with Microsoft Office Suite (Outlook, Word, PowerPoint), electronic communications tools such as Zoom, Teams, and polling systems, and Constant Contact or similar web-based communication tools.
  
  

Additional Qualifications And Skills

• Strong interpersonal skills and demonstrated experience working with people from a variety of backgrounds
• Ability to handle complex and confidential information with discretion.
• Strong organizational skills and a capacity to manage and prioritize competing tasks
• Experience in the non-profit, education, or museum sector preferred
• Experience working with HR and payroll systems preferred
• Must be able to work independently and as part of a team
  
  

Physical Requirements

• Repetitive motions (typing)
• Lifting and carrying office and event supplies
  
  

Working Conditions

This primarily on-site position will be based in Cambridge, MA, and requires occasional weekend and evening assignments.

Additional Information

The Harvard Museums of Science and Culture (HMSC) is a partnership of public museums in Harvard's Faculty of Arts and Sciences that includes the Harvard Museum of Natural History, the Harvard Museum of the Ancient Near East, the Collection of Historical Scientific Instruments and the Peabody Museum of Archaeology and Ethnology.

This position is subject to criminal, identity, and education background checks.

We regret that we are unable to provide visa sponsorship for this position.

All formal written offers will be made by FAS Human Resources.

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

403033 Staff Assistant III

Work Format

On-Site

Sub-Unit

Harvard Museums of Science and Culture

Salary Grade

053

Department

Administration

Union

55 - Hvd Union Cler & Tech Workers

Time Status

Full-time

Pre-Employment Screening

Criminal, Identity

Schedule

Monday-Friday, 9 AM-5 PM

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.

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