Reporting to the Undergraduate Program Coordinator, supports the daily operations of the Psychology Undergraduate Office (UGO) from both the customer service side and the implementation of office tasks through efficient and knowledgeable use of software programs. There are three main duties: (1) to be the first point of contact of the office (2) to manage data with a high level of accuracy, and (3) to provide administrative support. Attention to detail, ability to multitask, ability to work with self-direction, and ability to maintain a high level of efficiency and accuracy in an environment with frequent interruptions are essential for this position.
Specific tasks include:
First Point of Contact: -Greets all visitors to the office and phone callers, and directs inquiries to the proper staff member as appropriate. -Replies to inquiries over email, telephone, and in person and provides basic information on policies and procedures.
Managing Data with a High Level of Accuracy: -Processes, with the aid of information technology including my.harvard.edu (Campus Solutions) Excel, and Filemaker, office records including student grades, student course applications and submissions, petitions, thesis-related documents, and Q course evaluations. -Enters data, and tracks student information and progress, and prepares reports using Filemaker Pro database any my.harvard.edu. Ensures consistency of data across multiple data sources (my.harvard.edu, Filemaker Pro, paper files) -Assists in archiving both electronic and hardcopy records. -Manages student and office email list-servs. -Processes and tracks applications for non-ladder faculty hires through use of ARIES. -Maintains portions of the UGO website, including soliciting relevant information, updating content, and maintaining web design using OpenScholar. Will serve a primary role in maintaining web content and presence, and will participate as a key player in an upcoming web design.
Administrative Support: -Performs general office tasks, including copying, filing, and sending memos -Processes invoices and reimbursements and helps track office budget. -Maintains the office calendar, schedules rooms, and schedules appointments for other UGO staff. -Helps plan and execute office sponsored events. -Helps instructors gain access and posts materials to the Canvas websites for courses. -Designs and edits forms using Adobe Acrobat -Edits and proofreads materials before they are released to the University and/or general public. -Assists as needed with projects of the Associate Director of Undergraduate Studies and Program Coordinator.
All formal offers will be made by FAS Human Resources.
When applying for this position, please submit your resume and cover letter in our preferred format as one, combined document (resume followed by cover letter).
Salary Grade: 051
Union: 55 - Hvd Union Cler & Tech Workers
High School Diploma; one year of previous office experience.
BA/BS preferred. Strong organizational skills with particular emphasis on ability to multitask and attention to detail are required. Experience with, or comfort learning, new software including MS-Word, Excel; a web platform such as OpenScholar , database software such as FileMaker Pro, course software such as Canvas, listserv software, Google Docs, Dropbox, etc. Related office or support experience preferred.
Successful candidates will be flexible, able to set priorities, work independently, exercise good judgment and refer problems to supervisor when necessary, respond to shifting deadlines, manage a variety of time-sensitive activities simultaneously, take initiative, be detail-oriented and organized, and be able to work in a fast paced, sometimes stressful environment that has frequent interruptions. Candidate must be able to keep information confidential and data secure. Ability to learn new software systems such as OpenScholar, Canvas, ARIES. Willing to learn the underlying structure and organization of both the databases and the website to maintain them effectively. Excellent interpersonal skills required for communication in a professional manner with students, members of university at all levels of management, and outside community members. Must be outgoing, with the ability to generate positive work environment.
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.