Administrative and Events Associate at Harvard University in Cambridge, Massachusetts

Job Description:

Harvard University


Position Title: Administrative and Events Associate

Req ID: 67434BR

School or Unit: Campus Services

Description: Job Summary

Schedule:

Monday - Friday, 40 hours a week. 100% on-site work, 8:00am - 5:00pm (1 hour break for lunch)

Position Summary:

The Administration and Events Associate supports the Common Spaces department and its portfolio of spaces including Smith Campus Center, Science Center Plaza, Patio at Lehman Hall, and the Porch at Memorial Church. This position triages requests and inquiries to the appropriate team member, processes basic meeting requests, posts and updates daily events and room schedules, creates building and event signage, fields email and phone inquiries, and provides general event support.

The Administration and Events Associate is also responsible for core administrative functionalities within the department, including accounts payable; furniture inventory and maintenance, scheduling; and space usage reporting. Reporting to the Associate Director of Common Spaces, this role requires a welcoming customer-centered attitude, strong organizational skills, and a proactive, solutions-oriented approach.

Position Description

Spaces and Tabling Reservations

• Processes user-submitted space requests for Smith Campus Center multi-purpose rooms in the room reservation portal throughout the day.
• Posts daily schedules for meeting and event spaces at the Smith Campus Center three times per day (8:45am, 12pm, and 3:30pm).
• Assists with creating, printing, and posting basic event signage and wayfinding materials
• Reviews tabling requests for Smith Campus Center and Science Center Plaza, communicates approval or rejection to requesting group, escalates for internal review, enters tabling into Momentus for accurate SCC and Plaza events schedule.

Office Inquiries and Communications Support

• Responds promptly to phone and email inquiries from students, faculty, guest speakers, staff, vendors, and the general public, ensuring timely triage to the appropriate team members.
• Plays a supporting role in social media and communications work, as directed by Associate Director.
• Assists with calendaring meetings for Managing Director and Associate Director.
• Creates and circulates weekly Team Meeting Agendas in consultation with Managing Director.

Inventory, Reporting, and Financial Systems

• Utilizes Buy2Pay to pay vendors, create new vendor accounts, and ensure timely processing for all department invoices.
• Order office supplies and keep administrative materials well organized and easily accessible.
• Runs space utilization and activity reports from Momentus, as directed by Associate Director on a monthly and quarterly basis, presents space utilization monthly to the internal Common Spaces team and supports Managing Director's space reporting needs.
• Maintains the Common Spaces inventory of furniture located in off-site storage for Plaza and SCC and tracks annual cost of off-site storage; maintains inventory of furniture stored on-campus at Blackstone and the Everett Street garage.
• Coordinates new furniture purchases and repairs including confirming furniture items from Common Spaces inventory, requesting quotes from Creative Office Resources or other vendors, sharing pricing quotes with Associate Director for budget review and sign-off.

Event Support

• Provides regularly weekly event support coverage for activities at the Smith Campus Center or Science Center Plaza as assigned by Associate Director.
• Duties will vary depending on the type of event but may include one or more of the following: checking on completed event set-ups by facilities staff; coordination or briefing of event timeline with security; meeting a client at start of event; coordination with Crimson Catering or other vendors; and/or providing event staffing support during an event.
• Other duties as assigned.

Basic Qualifications

Business experience beyond high school with three or more years of event scheduling, administrative office work in an education or hospitality setting. Education beyond high school may count toward experience.

Additional Qualifications and Skills

• Proficiency in Microsoft Office Suite applications (Outlook, Word, Excel, PowerPoint).
• Strong written, verbal, and interpersonal communication skills.
• Excellent organizational skills with high attention to detail.
• Ability to multitask in a fast-paced environment while maintaining a positive and proactive attitude.
• Comfort with financial and administrative tasks.

Additional Information

Emergency Status Designation: Critical Operations Personnel, Non-critical Personnel or Vital Personnel

The University requires all Harvard community members to be fully vaccinated against COVID-19 and remain up to date with COVID-19 vaccine boosters, as detailed in Harvard's Vaccine & Booster Requirements. Individuals may claim exemption from the vaccine requirement for medical or religious reasons. More information regarding the University's COVID vaccination requirement, exemptions, and verification of vaccination status may be found at the University's "COVID-19 Vaccine Information" webpage: http://www.harvard.edu/coronavirus/covid-19-vaccine-information/.

Benefits

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.

LinkedIn Recruiter Tag (for internal use only)

#LI-SP1

Department Office Location: USA - MA - Cambridge

Job Code: 403033 Staff Assistant III

Job Function: General Administration

Work Format: On-Site


Salary Grade: 053

Department: 104067


Union: 55 - Hvd Union Cler & Tech Workers

Time Status: Full-time

Pre-Employment Screening: Education, Employment, Identity

Schedule: Monday - Friday, 8:00am - 5:00pm (1 hour break for lunch) 100% on-site work

Commitment to Equity Diversity Inclusion and Belonging: 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.

EOE Statement: 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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