Job Description

Job Summary

The Harvard Art Museums? seeks a customer services-oriented staff assistant to join our Institutional Advancement (IA) team. Reporting to and supporting the Chief Development Officer, the Staff Assistant will work independently and as part of the IA team to provide a wide range of complex and confidential administrative and clerical support for this mid-size, team-oriented department. The Staff Assistant will be the administrative contact and liaison with the Art Museums and University constituents and external audiences and contacts like donors and alumni.

Position Description

Responsibilities

• Support the Chief Development by managing their calendar, including scheduling meetings with multiple parties, gathering and maintaining data for and assisting with preparation of reports and presentations, and arranging travel and accommodations.
• Greet visitors and handle incoming calls and emails in a professional manner. Direct inquiries to the appropriate staff member.
• Serve as primary coordinator for VIP tour requests.
• Analyze and prioritize inquiries, requests, and correspondence.
• Compose, proofread, edit, and prepare memos, correspondence, and reports. Ensure documents are captured in the database. Assist with presentations. Create and send physical membership cards.
• Prepare materials for departmental meetings, take meeting notes, and track action items.
• Provide financial support by preparing monthly expense reports and staff reimbursement forms, tracking the Institutional Advancement annual budget, reconciling financial reports, as necessary, and participating in the annual budget review and submission process.
• Serve as primary administrative liaison with HUIT and other key university and museum partners.
• Maintain and organize complete and accurate files (both paper and electronic) for donors, projects, and archives. Maintain departmental intranet page.
• Provide administrative support including scheduling meetings, travel arrangements, special event support, as needed.
• Additional projects and related duties as assigned.
• Occasional evening and weekend work may be required.

Basic Qualifications

Minimum of three years of office administration experience. Education beyond high school may count towards years of experience.

Additional Qualifications and Skills

College degree preferred; strong written and verbal communication skills; excellent organizational skills; ability to prioritize; discretion with sensitive or confidential information; accuracy and attention to detail; ability to take initiative, work independently and across teams and with a variety of projects and constituencies; flexibility and adaptability essential; ability to manage multiples tasks in active, high energy department; interest/background in museums and fundraising preferred. Strong customer skills with a helpful, problem-solving attitude. Strong computer skills (Word, Excel, PowerPoint, Zoom).

Physical Requirements

• Ability to sit for extended periods of time
• Ability to lift and carry supplies and materials up to 15 pounds
• Ability to operate standard office equipment such as computers, phones, printers, copiers, scanners
• Ability to climb up and down stairs; ability to move about the office to access files, supplies, etc.
• Manual dexterity to perform tasks such as filing, assembling mailings and packages, using office equipment

Additional Information

A cover letter is requested.


This position may require occasional work beyond the regular schedule including some evenings and/or weekends.


The Harvard Art Museums require a pre-employment reference and background screening.


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.

Benefits

We invite you to visit Harvard's Total Rewards website ( ) 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.

Work Format

Hybrid (partially on-site, partially remote)





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.



EEO 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.

About Harvard University Art Museums

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. The 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.

Connections working at Harvard University Art Museums

Job Tags

Holiday work, Temporary work, Remote job, Afternoon shift,

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