Are you drawn to the community and energy of being on a college campus? Can you see yourself supporting distinguished academics? If so, consider joining our team as a Faculty Assistant/Project Coordinator at Harvard Kennedy School. Faculty Assistants work closely with faculty to make valued contributions in support of Harvard Kennedy School's mission to educate leaders who make a difference in the world.
What you'll do:
Manage course delivery: get copyright clearances for course readings and post them on Canvas (online course website), track student work, liaise with guests, coordinate audiovisual support, organize in-class activities, manage office hours for faculty
Communicate professionally with internal and external stakeholders on behalf of the faculty
Manage complex calendars, travel arrangements, and expense reimbursements
Proofread documents, retrieve research resources, and submit materials for publishing and distribution on campus and globally
Plan events: communicate with guests, reserve rooms, order catering, and manage all logistics
Prepare meeting documentation, manage filing systems, and maintain office inventory
Read faculty member's email and identify requests for action
Oversee task-tracking of action items and outstanding requests
Prepare daily briefings of faculty member's upcoming work day
Onboard student research assistants or other temporary staff
Facilitate logistical details of media appearances
Secure travel visas, when necessary
Collaborate with fellow Faculty Assistants on projects and departmental activities
Move projects forward and continually look for ways to leverage faculty time
Additional duties as Geopolitics of Energy (GEP) Project Coordinator:
Prepare hiring paperwork and onboard Geopolitics of Energy Project affiliates/fellows, including: draft offer letters, process nomination forms, add scholar to HR system (PeopleSoft), obtain appropriate administrative approvals, track status
Collaborate with the Harvard International Office to generate visa sponsorship documents
Manage the orientation of new fellows, including: prepare office for fellow's use, procure technology and request necessary accounts/access, greet and introduce to HKS, handle all logistics of settling into campus
Provide light administrative support for fellows, as needed
Coordinate annual GEP fellowship competition, including: aggregate applications, track decisions, and communicate results to applicants. Meet internal administrative deadlines
Organize and staff a wide variety of GEP events, including (but not limited to): public seminars, private workshops, fellows' socials, Meet and greet senior guests
Serve as the point-of-contact for external and internal inquiries
Represent GEP at the Center's annual Open House
Maintain the GEP website, including: add affiliates' publications to the webpage, keep program pages and content up-to-date
Manage GEP finances, including: reconcile the Director's corporate card, reimburse and track fellows' out-of-pocket expenses, track program budget
Maintain GEP electronic records and update Excel databases
Occasional copy-editing and formatting of academic publications
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Who you are:
You set a high bar for yourself with attention to detail and strong customer service
You know how to be helpful even when you don't have the answer
Adaptability is second nature; with constant change, you are flexible and receptive to feedback
You are comfortable juggling competing priorities, reporting to multiple supervisors, and accommodating a broad range of work-styles
You work well independently and also contribute as a valuable team member
People describe you as reliable – you always follow through and strive to surpass expectations
You've worked in an office environment before and are proficient with Microsoft Office
Why you'll love this job:
Make an impact helping others achieve their goals by utilizing your administrative skills
Build relationships with a diverse group of faculty and colleagues in a collaborative culture
Practice on-the-job learning in a supportive environment with continuous professional training
Grow your career here – be exposed to the inner workings of a world-renowned public policy and leadership school
Maintain work-life balance
Access the numerous Harvard benefits including generous time off and retirement contribution, taking a course or achieving an advanced degree for as little as $40/class, and much more!
This is an hourly, over-time eligible, 35 hour/week position. However, until June 30, 2018, you must be willing to work a 40/hour week.
Harvard Kennedy School will not offer visa sponsorship for this opportunity.
Harvard University requires pre-employment reference and background checks. Harvard University is committed to supporting a healthy, sustainable learning and working environment.
Salary Grade: 054
Union: 55 - Hvd Union Cler & Tech Workers
A minimum of 2 years of related experience including demonstrated office administration and customer service experience. Internships will count toward experience.
Bachelor's degree preferred. Proficiency in Microsoft Office Suite and internet tools, with a willingness to learn new technologies. Demonstrated experience prioritizing tasks to changing needs, and seeing tasks to completion in a timely manner. Proficient written and spoken English. Excellent time management skills and ability to prioritize tasks with minimal supervision. Demonstrated interpersonal skills with experience providing complex administrative support. Proven organizational skills and attention to detail. Ability to track and follow through on action items. Ability to work across teams and with a variety of projects and constituencies. Ability to learn and use new technical and financial applications.
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.
Internal Number: 45028BR
About Harvard University
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. The 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.