Public Programs Assistant (Staff Assistant II)

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/



Position Summary

Reporting to the HMSC Director of Public Programs, the Public Programs Assistant is responsible for helping to coordinate all facets of the public programs sponsored by the Harvard Museums of Science & Culture. These programs include in-person, virtual, and hybrid events, such as lectures, book signings, festivals, receptions, and other educational programs. Responsibilities include: providing administrative, financial, and project management support for programs; coordinating program logistics and staffing; collaborating with HMSC staff across various functional areas; working with the HMSC marketing team on basic outreach activities; and conducting other administrative tasks as needed.

Auto req ID

62314BR

Job Code

403020 Staff Assistant II

Department Office Location

USA - MA - Cambridge

Business Title

Public Programs Assistant (Staff Assistant II)

Sub-Unit

Harvard Museums of Science and Culture

Salary Grade

051

Time Status

Full-time

Union

55 - Hvd Union Cler & Tech Workers

Basic Qualifications

• High school graduate or equivalent
• Minimum of one year of administrative support experience; education beyond high school may count toward experience

Additional Qualifications and Skills

• Bachelor's degree (BA or BS) desirable
• Excellent written, verbal, and interpersonal communication skills
• Proficient in Microsoft Office Suite applications (Word, Excel, PowerPoint)
• Proficient in Zoom: webinars and meeting platforms
• High standards of accuracy and attention to detail
• Ability to multitask and maintain a positive and helpful attitude
• Customer service experience and additional language skills a plus
• Interest in content areas related to the HMSC museums
• Availability to work some nights and weekends as needed

Applicants are strongly encouraged to include a cover letter with their application.

Note: Willingness to have some scheduling flexibility is required. Candidates must be available to assist with programs, many of which take place in the evening and weekends.

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.

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

Department

Harvard Museums of Science and Culture

Pre-Employment Screening

Education, Identity

Schedule

Note: Willingness to have some scheduling flexibility is required. Candidates must be available to assist with programs, many of which take place in the evening and on weekends

Job Function

General Administration

Position Description

• Schedules and staffs program-related meetings
• Responds to or refers inquiries from faculty, staff, students, the general public, and the media
• Handles event and office purchasing, arranges travel and lodging for speakers, processes invoices and travel expenses, manages inventory of office and event supplies
• Conducts basic research on speakers, vendors, and program topics as directed
• Coordinates program logistics, e.g. reserving venues and media services, identifying event staff needs, supporting project management, and providing budget oversight
• Works with HMSC marketing team to request, review and distribute materials for program promotion
• Supports coordination and technical needs of online programs (e.g. Zoom webinars and meetings); including setting-up links and managing behind-the-scenes work
• Supports evaluation of programs through coordination of online surveys and data recording
• Coordinates post-production of program videos and deployment on YouTube
• Staffs events as needed

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

Must be able to routinely lift up to 30 lbs and climb stairs

Working Conditions

This position will be based in Cambridge, MA.

The health of our workforce is a priority for Harvard University. With that in mind, we strongly encourage all employees to be up-to-date on CDC-recommended vaccines.

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.

Benefits

We invite you to visit Harvard’s Total Rewards website 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.

Work Format

On-Site