Administrative Assistant II (for Staff)-Recruited

Description :

Organizes and implements administrative systems and procedures. Serves as principal source of information on unit, project or program. Gathers and maintains data for and assists in preparing reports, often using a variety of computer software. Prepares and maintains financial, personnel, administrative, student records. Provides for smooth day to day flow of communications within the department. May compose, proofread, edit and prepare correspondence, reports and other materials using word processing, spreadsheets and or databases. Arranges for use of facilities and plans meetings, conferences and seminars. Contributes to unit goals by accomplishing clerical or administrative duties as required. Ability to work independently with minimal supervision, to handle complex and confidential information. Competency using a variety of office computer software. Requires intermediate to advanced knowledge of email calendar, word processing, spreadsheets. Prior office experience required.

Report-To Detail

Additional Details

• Preferred Pay Rate Range : 30-33
• Report-To Detail : Hybrid - partial time on campus / partial time WFH (working / living in MA).
• Tenure Limit : 3 months
• FLSA Exemption Status : Non-Exempt / OT Eligible
• Required Education : High School Graduate
• Required occupational training, certifications or license(s) : None
• Business Title : Alumni Relations Staff Assistant
• Additional Job Details : Duties and responsibilities : Provide coverage for the GSAA email account and main phone line, keeps track of and assists with alumni inquiries, updates alumni records and forwards relevant inquires to central AA&D Alumni and Donor Services office. Provides logistical support for GSAS events including but not limited to liaising with vendors, tracking registration, and producing name tags, table tents, place cards, folders and other event-related materials. Supports Commencement activities including but not limited to tracking registration, updating website content, fulfilling ticket orders, liaising with assigned vendors, providing on-site support, and serving as a point of contact. Generates lists, mailing lists, and population reports on alumni for internal and external uses. Processes invoices through Buy-2-Pay and reviews / processes Purchase Card and Corporate Card purchases Assists with ordering office and event supplies for alumni and outreach events and activities Skills & Experience : Strong customer service Strong attention to detail Strong communication skills Knowledge of Microsoft Office Suite. Familiarity with Qualtrics, Salesforce, Certain Events, Basecamp, Advance Reporting, and QlikView and / or Tableau helpful. Event experience preferred Ability to work independently Additional Information : Occasional night and weekend work required during peak times and for event support. Physical demand and work environment : Primary work takes place in an office environment. Some tasks may require being on campus or in other off-site locations for a period of time, and some lifting of boxes or light equipment, including using hand trucks to transport materials is required.
• Does this position require a HUID? : Yes
• Is the worker converting from being a Harvard full-time employee (FTE)? : No
• Pre-identified candidate's information, including name, email, phone, state / city / zip & pay rate : (No Value)
• Role requires identity, I-9 and 3 reference screen (recruited) : Yes
• Role requires identity, I-9 screen (payrolled) : No
• Role requires DMV / driving history screen : No
• Role requires criminal background and sexual offender screening CORI / SORI : No
• Role requires criminal background screen : No
• Role requires 10-panel drug screen : No
• Role requires credit record check : No
• Role requires compliance with Immunization policy. : No