Staff Assistant

Job Summary

Reporting to the Director of Administration, the Staff Assistant provides complex administrative support to the Theater, Dance & Media (TDM) undergraduate concentration in the following areas:

Auto req ID

59242BR

Job Code

403033 Staff Assistant III

Location

USA - MA - Cambridge

Business Title

Staff Assistant

Sub-Unit

------------

Salary Grade

053

Time Status

Full-time

Union

55 - Hvd Union Cler & Tech Workers

Basic Qualifications

Three or more years related experience in office setting. Education beyond high school may count toward experience.

Additional Qualifications and Skills

BA/BS preferred; experience or interest in the performing arts; excellent communication skills; ability to work independently with minimal supervision; ability to handle complex and confidential information with discretion; competency using a variety of computer software including Microsoft Office 360, Google Suite, Mailchimp, knowledge of Harvard systems (Concur, Canvas, Buy2Pay, etc.) is preferred.

Additional Information

In order to be considered for this role, a cover letter is required .

Please submit your application by August 15, 2022.

All formal written offers will be made by FAS HR

Department

Theater, Dance & Media

Pre-Employment Screening

Identity

Schedule

Monday-Friday, 9-5

Job Function

General Administration

Position Description

General Administration

• Serves as first point of contact for outside inquiries, including prospective and current students, as well as visitors and general inquiries
• Provides general administrative support including answering calls, overseeing the TDM email account, greeting guests, distributing mail, photocopying, scanning, keeping office inventories and ordering supplies (for office and kitchen), etc.
• Maintains the common areas such as the kitchen and supply closet. Maintains files, record-keeping systems, and archives
• Schedules meetings, circulates information, prepares meeting agendas and transcribes meeting notes
• Provides administrative support for faculty searches and appointments, as well as Teaching Assistant and Teaching Fellow appointments
• Performs research tasks as needed

Programmatic Support

• Working with the Program Coordinator and Artistic Producer, communicates with incoming guests and visitors regarding travel arrangements, accommodations, itineraries, etc.
• Supports administrative duties related to artist talks, master classes, workshops, and other special events (scheduling, room setup, space reservation, travel, etc.)
• Creates and disseminates weekly and monthly program newsletter through Mailchimp
• Publicizes TDM events through TDM website along with campus newsletters and calendars
• Assist in creating and updating promotional materials, including website maintenance, event publicity, invitations, course flyers
• Prepares and maintains TDM calendar of events, administrative filing systems, databases, archives, annual reports
• Provides support to Director of Undergraduate Studies, Program Coordinator, Artistic Producer, Production Manager (and other production staff) as needed.
• Performs related duties as required

Financial Support

• Processes invoices, and reimbursements for payment via Buy2Pay, assisting in vendor setup and troubleshooting
• Provides corporate card expense support and reconciliation assistance for faculty

School/Unit

Faculty of Arts and Sciences

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.

Physical Requirements

Ability to lift 20 lbs; may need to assist with moving furniture in office setting.

Working Conditions

The University requires all Harvard community members to be fully vaccinated against COVID-19 and remain up to date with COVID-19 vaccine boosters, as detailed in Harvard’s Vaccine & Booster Requirements . Individuals may claim exemption from the vaccine requirement for medical or religious reasons. More information regarding the University’s COVID vaccination requirement, exemptions, and verification of vaccination status may be found at the University’s “COVID-19 Vaccine Information” webpage: http://www.harvard.edu/coronavirus/covid-19-vaccine-information/ .

Must be able to work a 9-5pm schedule daily, however, the staff assistant may be asked to work evening and weekend hours as needed for event support. Flexibility will be considered. Duties will range from sitting at a desk to moving across performance and curricular venues for event set-up and support.

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.