Reporting to the Department Administrator (DA), serves as the front office coordinator with oversight of hospitality, financial processing and accounting procedures as well as central calendar management. Provides administrative support for the DA, staff and faculty.
Duties & Responsibilities FRONT OFFICE
Serves as first face and voice of the department, answering calls and email. Appropriately directs callers/emails, records messages, and responds to general inquiries.
Sorts and distributes mail. May make deliveries on campus.
Handles assignment of department mailboxes, distribution and collection of mailbox keys for faculty and staff, and access to keys for shared departmental spaces.
Maintains front office manual, department directories, mailing lists, department files and office assignment lists.
Prepares appropriate office signage for seasonal and permanent office assignments.
Manages central calendar to include scheduling Locke Seminar Room and Raines Library and working with staff to note meetings/events of significance to department (i.e. faculty meetings, guest speakers, interest meetings, etc.)
Manages office supply inventory and orders supplies as needed.
Maintains communal areas of department and serves as primary contact for reporting service needs to building management, security and/or HUPD.
Serves as primary contact responsible for telecommunications, office equipment including photocopier, fax, printer, shared computers/printers, water, etc.
Coordinates and tracks loan process for department media equipment.
Oversees day to day processing of financial transactions and accounting procedures.
Prepares HCOM payments, web reimbursements, and general ledger journals.
Primary contact for department vendors.
Serves as PCard Administrator.
Hires work-study students and temporary staff as needed.
Runs weekly and monthly payroll registers.
Identifies financial discrepancies and performs complicated financial transactions.
Maintains departmental financial files for faculty, staff, students, vendors, etc.
Prepares monthly financial reports for faculty to monitoring spending on various funds.
Responsible for keeping abreast of FAS financial policies to serve as a resource to faculty and administrative staff for financial policies and procedures.
Works with DA, FAS Finance and other University offices to troubleshoot problems.
May assist faculty with course related administrative needs (i.e. ordering books and supplies; typing, editing and proofreading correspondence and academic-related material; manages calendar for faculty office hours and scheduling meetings as needed; making travel arrangements; coordinating photocopying.)
Maintains departmental record of course syllabi.
Assists with planning/logistics and setup/breakdown for events, meetings, conferences, retreats, etc.
Manages inventory of supplies.
Will lead coordination for department's annual graduation party.
Collaborates with communications coordinator to provide assistance in management/production of communication outlets/platforms (i.e. annual report, social media, electronic message board, various departmental websites, printed programs)
Other duties as assigned
The Department of African and African American Studies (AAAS) brings together scholars and scholarship from many disciplines to explore the histories, societies, and cultures of African and African-descended people. The field of African and African American Studies is not only interdisciplinary but also comparative and cross-cultural. Undergraduate students are offered two paths of study within its concentration: the African track and the African American track, each with its own set of requirements. The Graduate Program within AAAS affords rigorous interdisciplinary training in the humanities and the social sciences, with a focus in a disciplinary field, leading to the PhD.
All formal offers will be made by FAS Human Resources.
A cover letter is required
Salary Grade: 053
Union: 55 - Hvd Union Cler & Tech Workers
3+ years of administrative experience in an office environment. Experience with Microsoft Office, including Outlook, Word, and Excel.
Strong customer service skills and enthusiasm for working in a front line role. Must be able to prioritize, be highly organized, detail oriented and excellent with time management skills to meet deadlines. The position requires the ability to work both independently as well as within in a collaborative environment, thus flexibility, accountability and follow-thru are all essential. Strong interpersonal, written and verbal communication skills are important, as the incumbent must be able to communicate effectively and professionally with faculty, students, department visitors and peers. Solid writing, editing and proofreading skills. This position requires sound judgment, tact, maturity and poise. Must understand confidentiality requirements, handle such information with a high level of discretion and respond appropriately to confidentiality issues. Open and adaptable to change and able to balance shifting priorities. Experience with Open Scholar, Canvas, and HTML preferred. Proficiency in MS office software, email, calendaring systems. Willingness to learn to use new software as needed.
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.