Academic Ventures Assistant

Reporting to the Academic Ventures & Engagement (AV&E) Department Administrator, this position will help coordinate and support a wide range of administrative tasks, financial processing, and complex projects.

Essential Duties and Responsibilities:

• Process all departmental financial transactions, vendor set-ups, reconciliations, and expense reports, in accordance with Harvard University policies and financial systems.
• Schedule frequent, complex meetings (recurring and one-off) for the department and in support of its programs and initiatives. Maintain the Executive Director's calendar.
• Collect, organize, maintain, and regularly update the required departmental data in Salesforce. Generate meaningful reporting from Salesforce on this information in response to regular requests and for the department’s annual report. Support and contribute to Institute-wide data collection and data management efforts.
• Coordinate logistics for, and staff, in-person and virtual meetings and events in support of AV&E programs, Executive Director, HRI faculty, and AV&E staff, including arranging technology, booking and setting up rooms, preparing materials, taking notes, coordinating transportation, and ordering catering.
• Manage the AV&E chronological calendar of activity and, in collaboration with other team members, documents recording the impact of AV&E programs.
• Track, organize, order, receive, and coordinate inventory and distribution of department’s supplies, online and physical files, materials, appreciation items, and computer and other equipment.
• Interface and coordinate frequently with staff of departments/units across the Institute and university. Provide exceptional customer service as a first point of contact for the department with internal and external constituents by drafting correspondence and responding to ad hoc queries or directing them to the appropriate person to respond.
• Participate in weekly department staff meetings as well as extra-departmental meetings as needed. Attend and support in-person HRI programs as needed.
• May build, design, and maintain websites for private programs.
• Perform other duties as assigned.

Supervisory Responsibilities:
May supervise temporary workers as assigned.

Basic Qualifications:

• Associates degree or higher.
• Four years of related administrative experience is required, education beyond associate’s degree may count toward experience.
• Intermediate-level skills in use of Microsoft Office Word, Excel, PowerPoint, and Outlook is required.

• Excellent oral and written communication skills.
• Ability to work independently with minimal supervision.
• Demonstrated excellent attention to detail and organizational skills, including proactive planning.
• Previous experience in financial processing and data management.
• A focus on customer service and collaboration with colleagues, faculty, students, program participants, and others.
• Ability to handle complex and confidential information with discretion.
• Ability to balance multiple assignments at once, prioritize effectively, see projects through to completion to high standards, and meet deadlines.
• Aptitude to learn new technologies is a must.

Physical Demands:
The demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation will be made to enable individuals with disabilities to perform the essential functions.

• Employee must have the ability to sit at a desk for a minimum of 7 hours a day and complete tasks requiring repetitive use of hands. The employee must have the ability to lift and move items up to -50 pounds. Employee must have the ability to see written documents, computer screens and to adjust focus.

Work Environment:

• This job is conducted in a temperature-controlled office environment, with standard hours from 9:00 AM to 5:00 PM, Monday through Friday. When working on campus, the employee will use a hoteling work format, which involves reserving desk space as needed rather than having a permanent workspace.
• Occasional weekend work may be required. The weekly schedule may vary, occasionally based on departmental needs.

This description is intended to provide a clear, accurate, yet concise statement of the primary work elements, and to organize the information in a standardized format. It is not intended to describe all the essential responsibilities and duties for this position, nor should it serve as the sole criteria for personnel decisions and actions. This description is neither an employment agreement nor an expressed or implied employment contract, and the Radcliffe Institute for Advanced Study may modify it at any time.

This is a hybrid position that is based in Massachusetts. Additional details will be discussed during the interview process. All remote work must be performed within one of the Harvard Registered Payroll States, which currently includes Massachusetts, Connecticut, Maine, New Hampshire, Rhode Island, Vermont, Georgia, Illinois, Maryland, New Jersey, New York, Virginia, Washington, and California (CA for exempt positions only). Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

About the Harvard Radcliffe Institute:

The Harvard Radcliffe Institute is dedicated to creating and sharing transformative ideas across the arts, humanities, sciences, and social sciences. The Fellowship Program annually supports the work of 50 leading artists and scholars. Academic Ventures and Engagement fosters collaborative research projects and sponsors lectures and conferences that engage scholars with the public. The Schlesinger Library documents the lives of American women of the past and present for the future, furthering the Institute’s commitment to women, gender and society.

We are proud to be an Affirmative Action/Equal Opportunity Employer and are committed to achieving our goals through the efforts of a highly skilled, diverse workforce. With outstanding benefits, competitive pay, extensive learning opportunities, and a stimulating and attractive work environment, the Harvard Radcliffe Institute at Harvard University may be exactly the employer you have been looking for.

We invite you to visit Harvard's Total Rewards website (https://hr.harvard.edu/totalrewards) to learn more about our outstanding benefits package, which may include:

• Paid Time Off: 3-4 weeks of accrued vacation time per year (3 weeks for support staff and 4 weeks for administrative/professional staff), 12 accrued sick days per year, 12.5 holidays plus a Winter Recess in December/January, 3 personal days per year (prorated based on date of hire), and up to 12 weeks of paid leave for new parents who are primary care givers.
• Health and Welfare: Comprehensive medical, dental, and vision benefits, disability and life insurance programs, along with voluntary benefits. Most coverage begins as of your start date.
• Work/Life and Wellness: Child and elder/adult care resources including on campus childcare centers, Employee Assistance Program, and wellness programs related to stress management, nutrition, meditation, and more.
• Retirement: University-funded retirement plan with contributions from 5% to 15% of eligible compensation, based on age and earnings with full vesting after 3 years of service.
• Tuition Assistance Program: Competitive program including $40 per class at the Harvard Extension School and reduced tuition through other participating Harvard graduate schools.
• Tuition Reimbursement: Program that provides 75% to 90% reimbursement up to $5,250 per calendar year for eligible courses taken at other accredited institutions.
• Professional Development: Programs and classes at little or no cost, including through the Harvard Center for Workplace Development and LinkedIn Learning.
• Commuting and Transportation: Various commuter options handled through the Parking Office, including discounted parking, half-priced public transportation passes and pre-tax transit passes, biking benefits, and more.
• Harvard Facilities Access, Discounts and Perks: Access to Harvard athletic and fitness facilities, libraries, campus events, credit union, and more, as well as discounts to various types of services (legal, financial, etc.) and cultural and leisure activities throughout metro-Boston.

General Administration

USA - MA - Cambridge

403033 Staff Assistant III

Hybrid (partially on-site, partially remote)

-

053

Academic Ventures and Engagment

55 - Hvd Union Cler & Tech Workers

Full-time

Education, Employment, Identity

Harvard University views equity, diversity, inclusion, and belonging as the pathway to achieving inclusive excellence and fostering a campus culture where everyone can thrive. We strive to create a community that draws upon the widest possible pool of talent to unify excellence and diversity while fully embracing individuals from varied backgrounds, cultures, races, identities, life experiences, perspectives, beliefs, and values.

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, gender identity, sexual orientation, pregnancy and pregnancy-related conditions, or any other characteristic protected by law.

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