Events, Finance and Office Manager

Harvard Law School’s Faculty Support Services Department (FSS) is dedicated to providing approximately 200 faculty members and instructors with the high-quality assistance they need to successfully teach, conduct research, and advance scholarships. Our department comprises a collaborative and supportive team of people who are committed to collecting and sharing the most effective methods of administrative support.

Faculty Support Services seeks an Events, Finance and Office Manager to work closely with the FSS leadership team, faculty and executive assistants and our partner departments in two functional areas – conference planning and finance. This role will be our lead in partnering with faculty and their assistants on all large conferences and events, will be our lead on financial approvals and managing our corporate and PCard approvals to ensure accuracy and enhance training and keep the FSS Office in administrative order.

As an Events, Finance and Office Manager you will:

• Serve as Faculty Support Services Event Planner, tracking and managing details on each large faculty conference (10-12 per year).
• Develop and maintain conference resources. Provide conference planning guidance and resources to faculty and faculty assistants in partnership with Events.
• Maintain data and report on trends related to conferences to aid in planning for future events.
• Negotiate contracts with hotels, caterers, and vendors on behalf of faculty and their assistants.
• Serve as the FSS liaison with other HLS departments (eg., Facilities, ITS, LXI, Finance) as relates to faculty conferences.
• Provide first line approval in Buy-to-Pay and Concur for all financial transactions initiated by faculty and executive assistants. Manage corporate card for faculty and visitor travel expenses, booking travel and tracking use.
• Work closely with HLS Finance to ensure that HLS and HU financial policies and practices are upheld in all transactions processed by FSS team members.
• Work with Finance office on financial onboarding for new assistants.
• Identify knowledge gaps in FSS staff team as relates to HLS and HU financial processes and provide targeted training, in cooperation with HLS Finance Financial Associate and FSS Management team.
• Approve student hire payroll.
• With the aid of the office/ floating assistant, oversee front desk reception and visitor keys.
• Order supplies, maintain break room with coffee and snacks.
• Oversee facilities management, such as triaging mail, and monitoring budgets for office expenses.

5 or more years of administrative support or related experience in a business or customer service environment. Education beyond high school may count toward some, though not all, experience.

We are looking for people who have:

• Experience making complex judgments in a support role.
• Flexible under pressure to respond to shifting deadlines, manage a variety of activities simultaneously.
• Initiative and a high level of detail-orientation.
• A desire to learn and share that learning with others. Understanding of and ability to teach to varied learning styles.
• Curiosity and creative problem-solving skills, with an ability to work independently and ask good questions.
• A high level of professionalism and reliability, with an understanding of the importance of maintaining confidentiality.
• A collaborative spirit in working with peers to resolve issues.
• Ability to bring their authentic selves to work and contribute to a diverse and positive work culture.

We regret that Harvard Law School is unable to provide visa sponsorship for staff positions.

All offers are made by HLS Human Resources.

• 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.

• 35hrs/week, M-F
• This position will be expected to work occasional weekends and evenings as needed to attend large events (anticipated frequency of 5-6 times per year).