Events and Service Center Assistant

The SEAS Service Center is looking for a creative and motivated Events & Service Center Assistant to join them in supporting a variety of support services on their Cambridge and Allston campuses. The ideal candidate should be able to work independently as well as part of a team.

This position reports to the Service Center Director and works closely with all members of the Service Center team, including AV Services and the Events Manager. Time for this position will be split between supporting Events and the Service Center based on demand.

Events Assistant Typical Duties and Responsibilities:

• Assist the Events Manager with a high number of events, ranging from smaller gatherings such as award ceremonies and donor dinners to larger events like Design Fairs and Commencement.
• Support Events Manager at internal and external events.
• Assist in preparing pre and post planning meeting files (estimates, floor plans, etc.).
• Support the Events Manager with logistical and administrative support.
• Maintain records of all reservations, bookings, e.g., venue and catering.
• Assist with creative decisions.
• Attend all meetings to act as a second point of contact.
• Act as liaison for event needs with vendors and other campus entities.
• Maintain awareness of event schedule and building activity.
• Execute ad-hoc duties at events including, but not limited to, guest list management, directing guests to buildings/rooms.
• Enforce policies and procedures related to reservations.
• Provide oversight and communication of set up and tear down for event reservations.
• Ensure all branded items for events arrive on time.
• Perform other duties as required.

Service Center Assistant Typical Duties and Responsibilities:

• Answer, prioritize, and relay incoming phone calls to the AV Services and Service Center team members.
• Review SEAS room reservation system (EMS), ensuring that every non-academic request is reviewed and acted upon in a timely manner.
• Track reservation requests for large events (non-academic) to review with Service Center Coordinator.
• Work closely with Facilities and the Custodial teams providing timely communications regarding event logistics (setup/tear down, floor plans and related details) to ensure a polished school appearance, especially during public/high-visibility and weekend events.
• Provide on-site support for events, which may occasionally include working early mornings, evenings, and weekends.
• Assign work order requests through the Presto System and Service Now. Escalate high priority issues when appropriate (especially A/V support).
• Process phone requests for onboarding, offboarding and e-911 location updates in Service Now.
• Ensure all print/copy locations are stocked and devices functioning properly.
• Assist with managing paper shredding service.
• Support development of mail lists and mailbox assignments.
• Assist with scheduling meetings and administrative office support, including copying, printing, and actioning phone messages.
• Support department in tasks for improving administrative processes including digital file organization.
• Perform other duties as required.

Two years of administrative office experience. Education beyond High School may count towards years of experience.

• Excellent customer relations and communication skills, acting with the philosophy that the customer comes first.
• Project oversight experience.
• Ability to think outside the box, make sound and immediate decisions when dealing with stressful or time-sensitive situations.
• Extreme attention to detail and follow-through is imperative.
• Ability to multi-task and prioritize requests by order of magnitude.
• Ability to network, establish and maintain relationships across all levels, including outside vendors.
• Ability and willingness to learn and adapt to new computer software and systems, including emerging office technologies and communications tools.
• Proficient with Microsoft Office Suite.

• The individual in this role may be in work situations where the ability to carry up to 20 pounds unassisted and to lift items weighing up to 50 pounds with assistance is needed. Standing and sitting for considerable lengths of time might also be required.
• Frequent site checks of multiple locations to verify accuracy of information and correct functioning of devices.
• Must be able to work on Cambridge campus as needed.

• Must be able to work on campus, Monday through Friday, 9 a.m. to 5 p.m. with a one-hour, unpaid lunch break, and have the flexibility to adjust work schedule and work overtime as needed, including occasional early morning hours, evenings and/or weekends.
• The individual in this role will travel frequently between 114 Western Avenue and 150 Western Avenue (The Science and Engineering Complex in Allston, MA) to provide support spanning over 8 floors (an elevator is available). Support may also be required on the Cambridge campus. A shuttle is available during business hours.

• The Harvard John A. Paulson School of Engineering and Applied Sciences does not provide visa sponsorship for administrative and staff positions.
• This is an on-site position (5 days/week) based in Allston, MA.
• The health of our workforce is a priority for Harvard University. With that in mind, we strongly encourage all employees to be up-to-date on CDC-recommended vaccines.

This position is based primarily on-campus, in Massachusetts. This may include in-person during emergency situations (if applicable). Additional details will be discussed during the interview process. Certain visa types may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

About SEAS
The Harvard John A. Paulson School of Engineering and Applied Sciences serves as the connector and integrator of Harvard’s teaching and research efforts in engineering, applied sciences, and technology. Our core tenets are educating broad-minded students; interdisciplinary research; integration across disciplines; and balancing theory, experimentation, and practice to create an unmatched environment for learning and exploration. Through collaboration with researchers from all parts of Harvard, other universities, and industry, we bring discovery and innovation directly to bear on improving human life and society. For more information about us, please visit www.seas.harvard.edu.

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.

Facilities

USA - MA - Allston

402062 Building Services Assistant

On-Site

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053

SEAS Service Center

55 - Hvd Union Cler & Tech Workers

Full-time

Education, 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.

SEAS Commitment to Diversity
SEAS is dedicated to building a diverse community of individuals who are committed to contributing to an inclusive environment. Some of our core values include respect for all, serving the greater good, and welcoming individuals from diverse backgrounds, experiences, and perspectives.

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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