Administrative Assistant II for Faculty-Recruited
Administrative Assistant II for Faculty-Recruited
Posted on :
20-10-2024
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Job Description
Description:
Sets up and administers systems and processes for a department. Prepares documents for articles cases and presentations which may include proofreading formatting exhibits and citations. Intermediate or better proficiency in MS Office and willingness to learn Harvard systems is required. Supports faculty when they are teaching including preparing handouts for class coordinating arrangements for class visitors. Participates in proctoring exams. Coordinates audiovisual support for the classroom as needed. Responsible for maintaining information on course website producing seating charts updating class lists etc. Manages complex calendars scheduling appointments with students and others making room and catering arrangements as necessary and preparing documents for meetings. Coordinates complex travel arrangements. Prepares itineraries and documents to facilitate faculty travel. Assesses different itineraries for cost convenience and faculty preferences and arranges for travel visas. Prepares and processes expense reimbursements in a timely and accurate manner. Performs basic online research. Obtains books articles and other information. Maintains accurate and organized electronic and paper files for faculty. Practices careful version control of all documents with logical naming conventions. Greets visitors as primary contact on faculty members behalf and responds to phone calls faxes voicemail and emails in a timely manner. Orders office supplies.
Additional Details
- Preferred Pay Rate Range : 3032
- ReportTo Detail : Hybrid partial time on campus/partial time WFH (working/living in MA).
- Tenure Limit : 3 months
- FLSA Exemption Status : NonExempt/OT Eligible
- Required Education : College Graduate
- Required occupational training certifications or license(s) : None
- Business Title : Faculty Assistant II
- Additional Job Details : Responsible for a large volume of varied detailoriented tasks ranging from travel planning and scheduling to online literature searches. Administrative duties include drafting and editing of correspondence editing/proofreading documents processing reimbursements coordinating group meeting schedules visitors schedules and special events filing ordering office supplies and other organizational tasks as needed. Assists with course preparation including updating syllabi locating books and articles photocopying ordering desk copies maintaining course websites and preparing lecturerelated PowerPoint presentations. Maintains faculty websites. Makes complex international and domestic travel arrangements using Expedia and other preferred travel partners. Orchestrates meetings of researchers as needed (including coordination of videoconferencing). Prepares and submits reference letters. Maintains database of references for faculty and inserts correct citations in various publications. Edits and proofreads early and final drafts of tobepublished papers. Prepares graphics charts statistical tables and spreadsheets for courses and faculty publications. Prepares articles and manuscripts for publication according to publishers specifications. Assists in the preparation of grants. Assists with faculty projects such as conducting online research gathering data and summarizing findings. Coordinates events including workshops conferences seminars and colloquia. Liaises between faculty and students and assists with scheduling. Assists with departmental projects as needed. Other projects as assigned. Proven strong editing and proofreading skills; high level of attention to detail; excellent organization and timemanagement skills; excellent interpersonal skills and ability to communicate professionally in written and oral communication across diverse constituencies; strong computer skills including proficiency with Microsoft office suite of applications; ability to work independently handle multiple assignments and set priorities is essential.
- Does this position require a HUID : Yes
- Is the worker converting from being a Harvard fulltime employee (FTE) : No
- Preidentified candidates information including name email phone state/city/zip & pay rate : (No Value)
- Role requires identity I9 and 3 reference screen (recruited) : Yes
- Role requires identity I9 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 10panel drug screen : No
- Role requires credit record check : No
- Role requires compliance with Immunization policy. : No
Employment Type
Full Time
Key Skills
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