The Department of Physics Receptionist reports to Associate Director of Administration and serves as a front line of contact for visitors, students, faculty and staff. Duties vary widely and cross administrative, finance, and academic spheres within the department. Answers department telephone, greets walk-in traffic, and serves as information resource for all populations. Disseminates accurate and timely information on a myriad of inquiries, staying current on all Departmental policies, processes, and messaging as they evolve. Organizes and maintains departmental common areas, maintains office supply inventory, orders office and coffee supplies, processes invoices for payment, maintains office equipment (fax, copiers). Handles travel reservations and itineraries, meetings schedule and office assignment, reimbursements and honoraria for weekly colloquium speaker series, in addition to event publicity, communications, and set up/arrange AV support. Provides back-up administrative/secretarial support for peer administrator pool and chair's administrative coordinator. Serves as support for a variety of department-wide events and/or meetings, including annual holiday party, graduate student Open House and Orientation, department BBQ, poster sessions, weekly colloquia tea, and faculty lunches, among others. Works with Associate Director on building and office access. Partners with a Finance Associate in administering petty cash and ad hoc employee and non-employee reimbursements. Working under the direction of the Associate Director of Research Administration and Finance, provide daily support to the operations of the Finance Team, including preparation of documents for Accounts Payable – photocopying, filing, and preparing mail delivery pouches for daily courier runs. May deliver packages and mail. Processes corporate card payments and invoices for payment. Serves as standing back-up to the mailroom clerk for the sorting of mail and cataloging and sorting of packages and deliveries. Assists teaching faculty with course preparation (class assignment distribution, collection, record keeping, and catering), communications with students, and related duties as required. Assists Associate Director of Graduate Studies with scheduling annual advising meetings. Provides administrative support to emeritus faculty. Other duties as required.
Physical Demands: Walking, standing, sitting, and manual dexterity. Frequent bending, lifting, carrying, (up to 30 lbs) handling, and reaching. Occasional push/pulling, squatting, and climbing.
Salary Grade: 053
Union: 55 - Hvd Union Cler & Tech Workers
Three or more years of secretarial or administrative office related experience.
Business/secretarial training beyond high school or college background preferred. Excellent communication and telephone skills. High degree of proficiency with entire Microsoft Office Suite with preference for proficiency with Outlook, OneNote, and Adobe products. Willingness to learn new software as needed. Confidence, maturity, and discretion necessary to handle complex and confidential matters. Excellent organizational and interpersonal skills, and ability to prioritize work and delivery timely task completion with competing deadlines and frequent interruptions in an active office. Familiarity with Harvard systems a plus.
EQUAL OPPORTUNITY EMPLOYER: 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, or any other characteristic protected by law.
About Harvard University Faculty of Arts and Sciences
Harvard University is devoted to excellence in teaching, learning, and research, and to developing leaders in many disciplines who make a difference globally. The University, which is based in Cambridge and Boston, Massachusetts, has an enrollment of over 20,000 degree candidates, including undergraduate, graduate, and professional students. Harvard has more than 360,000 alumni around the world. T...he University has twelve degree-granting Schools in addition to the Radcliffe Institute for Advanced Study, offering a truly global education. Established in 1636, Harvard is the oldest institution of higher education in the United States.