Works closely with project support team on billing/invoicing process (currently in FreshBooks and Excel), which includes maintenance of project information, quarterly invoicing to clients, and billing information to A&F.
Performs daily maintenance for Asbestos Waste Shipment Record System and email inbox to ensure documentation is submitted correctly and in a timely fashion; communicates to program staff when issues arise; maintains contact lists; assist contractors with system questions and works with IT support for resolution as needed.
Creates metrics and reports utilizing Construct Secure system as well as University Capital Projects database.
Assists with basic accounting reconciliation for large remediation projects.
Assists with organization of design review comments, plans and corresponding documentation.
Assists Records Management Assistant with project organization and filing in Central Property Files.
Performs various administrative support tasks as needed.
General EH&S Assistance
Reviews and posts website content; maintains broken website links; works with HUIT to assist with a variety of website updates.
Assists with preparing various department communications, as well as distribution list maintenance.
Provides project and document preparation assistance in a variety of department areas.
Assists with parking reservations and cab vouchers for staff.
Prepares certified mail and overnight packages.
Assists with group as well as department-wide events and meetings, e.g., catering, room and equipment reservations, etc.
Process invoices, and purchase requests via P-Card.
Performs data entry and prepares reports via a variety of proprietary systems.
Assists the department's operations administrators/coordinators/staff assistants as needed.
Backup for monitoring, responding to, and/or triage of department's main phone line, email account and mailbox.
Backup for Floor Coordinator tasks e.g., managing coffee stations, responding to issues with the department's copiers and printers, office/workstation requests, conference room 231 issues/requests, and building maintenance requests as needed.
Creates and maintains documentation of job tasks/processes and procedures as requested, as well as assists in the maintenance of Department and Administration calendars.
Provides administrative support to the Environmental Project Support & Remediation group as well as provides general support across a wide range of areas within the Environmental Health & Safety (EH&S) Department.
Emergency Status Designation: Non-Critical Operations Personnel
Salary Grade: 051
Union: 55 - Hvd Union Cler & Tech Workers
High school graduate with minimum of 1 year experience in a professional office environment is required.
Thorough knowledge of desktop computing systems with proficiency in Microsoft Office Suite.
College degree preferred.
Must demonstrate strong communication and interpersonal skills, and the ability to work effectively in a fast-paced, customer-focused operations environment with multiple projects and priorities.
Must be able to multi-task and perform duties with a high degree of efficiency, accuracy and attention to detail.
Must have strong organizational skills with a proven ability to assume accountability to see tasks from start to finish.
Must be proficient in writing business correspondence and have strong computer skills.
Must have a demonstrated ability to work collaboratively in a team environment with multiple staff members.
Must be able to handle moderately complex and confidential materials and information.
A customer service orientation, a bias for action, a high level of integrity, sensitivity to various interests, diplomacy, advocacy, self-confidence and resourcefulness are all desired competencies.
An affinity for proof reading and editing a wide variety of content is a plus.
Must have the ability to efficiently learn proprietary systems and new applications as needed.
Knowledge of working with websites, SharePoint and cloud-based platforms is desired.
Experience with Adobe Acrobat Pro and Photoshop is a plus, or have the ability to learn.
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.
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.