The Frances Loeb Library is part of the dynamic and energizing environment of the Graduate School of Design. The GSD offers an exciting setting for interaction and the exchange of ideas through the combination of disciplines--architecture, landscape architecture, and urban planning and design--together with the research of our studio-based as well as MDes and Doctoral programs. We are seeking an energetic and forward thinking individual to work as part of a team to support research, teaching, and learning at the GSD.
Reporting to the Librarian/Assistant Dean for Information Resources, the Staff Assistant provides office management, administrative support, and support for library collections and Academic Writing Services for the Frances Loeb Library and the Director. Responsibilities fall under the areas of general administrative, finance, library functions, and project management support related to library initiatives. Administrative support is 70% of the position; supporting collections and writing services is 30% of the position.
Typical Duties and Responsibilities:
Responsible for coordinating the Library Director's schedule and meetings; supporting communication for the Director; coordinating group staff meetings; making event and travel arrangements for Library staff, speakers, and other guests; and taking minutes at group staff meetings.
Sorts daily mail deliveries, ensuring that mail is routed to the right individuals and offices in Harvard Library.
Prepares weekly student/temporary payroll; serves as principal contact for student/temporary employees regarding payroll; is liaison with GSD Finance Office, GSD Human Resources, and Harvard University student employment and payroll offices; prepares hire paperwork & processes within PeopleSoft; monitors FWSP ceilings; monitors/instigates Data Change forms.
Works with the Librarian and programmatic area leaders to manage the budget, including producing and distributing regular and ad hoc reports; assists library staff with coding & payment questions; serves as liaison with GSD Finance Office staff.
Processes invoices and paperwork for the Library; makes travel arrangements and processes reimbursements/expenditures using University systems including WebVoucher, AWS, Pcard; serves as a 2nd-tier reviewer for FLL staff Pcard reporting.
Orders supplies and maintains inventory of supplies for the Library and Computer Resources Group.
Responsible for library publications, including signage, the website, posters, etc. Works closely with GSD Communications.
Point person for library facilities issues; regularly checks the library's facilities, including battery alarmed doors, lights; reports security/maintenance issues to the GSD Building Services department; is the point person for Building Services work requests.
Point person for GSD room reservation assistance to FLL staff; also assists with FLL Resources (laptop, etc.) reservation procedures.
Works with the Collections and Outreach Librarian, the Digital Initiatives Librarian, and Research Support Services Librarian to support library collections work and Academic Writing Services.
Performs other job-related duties as required.
The Frances Loeb Library is a preeminent global design resource that provides the Graduate School of Design and the larger Harvard University with a robust platform for design research, teaching, and learning. It is the GSD's primary portal for information access, knowledge building, archival storage, retrieval, and acquisition. The Library supports and enhances the educational programs, curriculum development, and research programs of the GSD.
We strive to provide an environment that values diversity and promotes an inclusive culture.
Work involves frequent use of keyboard and mouse.
Salary Grade: 053
Union: 55 - Hvd Union Cler & Tech Workers
HS Diploma or equivalent required
3+ years of work experience providing office management support in a user-oriented environment
Some accounting/financial background required
Competency using a variety of computer software, including word-processing; databases; spreadsheets (preferably Microsoft Office), and email
College degree preferred
Ability to work in a multi-tasking environment
Flexibility and adaptability required
Comfort in a digital/online environment
Excellent interpersonal skills, positive attitude, and experience working with faculty necessary
Excellent written communication skills required
Ability to prioritize work in an environment with multiple and conflicting interests
Ability to work independently with minimal supervision
Ability to handle complex and confidential information with discretion
Proactive approach to problem-solving
Experience with project management a plus
Experience with Harvard administrative data systems a plus
Able to work with outside vendors to negotiate a budget for catered events, ensure that vendors meet certain requirements for delivery and presentation, as well as creating menus that take a variety of dietary concerns into account
Ability to use and/or learn library-specific software applications a plus
Experience with graphics programs (e.g. InDesign, PhotoShop) 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 Graduate School of Design
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.