Faculty Assistant (History)

Harvard University, Faculty of Arts & Sciences; Cambridge (MA); Hybrid; USD 55,000 - 75,000; Full time

Job summary

Harvard University, Faculty of Arts & Sciences in Cambridge, MA, seeks an experienced Faculty Assistant to provide comprehensive administrative support to faculty, manage calendars and travel, and coordinate events. The role requires strong in-person presence and the ability to handle multiple priorities across teaching and research portfolios.

Responsibilities include preparing reports and materials, assisting with purchasing and reimbursements, and updating Canvas materials when needed.

Qualifications

• Three years minimum of administrative or customer support experience.
• Strong organizational and time management skills.
• Professional written and verbal communication skills.
• Discretion and sound judgment.
• Ability to work independently and escalat[e] issues appropriately.
• Familiarity with higher education, research administration, or academic operations preferred.
• Ability to handle confidential information with discretion.
• Strong skills in Word, Excel and PowerPoint; Canvas and Concur a plus.

Responsibilities

• Manage calendars, travel, expenses and daily administrative needs of up to 10 faculty members.
• Prepare correspondence, reports, and meeting materials.
• Serve as primary administrative support for faculty activities (events, visitors, purchasing).
• Route faculty requests to proper functional partner, serving as their main point-of-contact to functional partners and shared service centers.
• Provide support for faculty members directly related to their teaching and research portfolio.
• Provide support for events led by faculty.
• May be responsible for obtaining permissions and copyright registration.
• Updates Canvas course materials when TFs are not available.
• Submit faculty concur expense reports.
• Assists designated faculty with the submission of corporate card receipts, required financial forms, and advises faculty of upcoming payment deadlines.
• Uses multiple technical applications including word processing, database management, spreadsheets, graphics and presentation software, electronic calendar, email, and other technical/scientific applications.
• May perform other related duties as assigned, including sharing responsibility for general administrative coverage such as reception and event support.

Skills

Administrative support

Customer service

Microsoft Word/Excel/PowerPoint

Communication skills

Time management

Tools

Canvas

Concur

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Job description

Company Description

By working at Harvard University, you join a vibrant community that advances Harvard's world-changing mission in meaningful ways, inspires innovation and collaboration, and builds skills and expertise. We are dedicated to creating a diverse and welcoming environment where everyone can thrive.

Why join the Harvard Faculty of Arts and Sciences?

The Faculty of Arts and Sciences (FAS) is the historic heart of Harvard University. It is the home of Harvard’s undergraduate program (Harvard College, founded in 1636) as well as all of Harvard’s Ph.D. programs (the Harvard Kenneth C. Griffin Graduate School of Arts and Sciences, founded in 1872), Harvard Athletics and the Division of Continuing Education. The 40 academic departments and 30+ centers of the FAS support a community unparalleled in its academic excellence across the broadest range of liberal arts and sciences disciplines. Together, the FAS seeks to foster an environment of ambition, curiosity and shared commitment to knowledge and truth that elicits excellence from all members of our community and prepares the next generation of leaders through a transformative educational experience.

Job Description

Job Summary

The Faculty Assistant (FA) provides administrative and operational support to faculty to enable effective teaching and research. TheFA serves as the primary point of contact for administrativematters and coordinates day-to-day activities. Strong in-personpresence required.

Job-Specific Responsibilities

• Manage calendars, travel, expenses, and daily administrativeneeds of up to 10 faculty members
• Prepare correspondence, reports, and meeting materials
• Serve as primary administrative support for faculty activities(e.g., events, visitors, purchasing)
• Route faculty requests to proper functional partner, serving astheir main point-of-contact to functional partners and sharedservice centers
• Provide support for faculty members directly related to theirteaching and research portfolio
• Provide support for events led by faculty
• May be responsible for obtaining permissions and copyrightregistration.
• Updates Canvas course materials when TFs are notavailable.
• Submit faculty concur expense reports
• Assists designated faculty with the submission of corporatecard receipts, required financial forms, and advises faculty ofupcoming payment deadlines.
• Uses multiple technical applications including word processing,database management, spreadsheets, graphics and presentationsoftware, electronic calendar, email, and othertechnical/scientific applications
• May perform other related duties as assigned, including sharingresponsibility for general administrative coverage such asreception and event support.

Working Conditions

• May be expected to work on campus up to four days perweek.
• This position has been determined by school or unit leaders that some of the duties and responsibilities can be effectively performed at a non-Harvard location. The work schedule and location will be set by the department at its discretion and based upon operational needs. When not working at a Harvard or Harvard-designated location, employees in hybrid positions must work in a Harvard registered state in compliance with the University's Policy on Employment Outside of Massachusetts. Additional details will be discussed during the interview process. Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

Qualifications

Basic Qualifications

• Three years minimum of administrative or customer support experience.

Additional Qualifications and Skills

• Strong organizational and time management skills
• Ability to manage multiple priorities with accuracy andattention to detail
• Professional written and verbal communication skills
• Discretion and sound judgment
• Ability to work independently and escalatissuesappropriately
• Stakeholder coordination
• Ability to directly support multiple faculty simultaneouslywith a customer-service orientation
• Familiarity with higher education, research administration, or academic operations preferred
• Ability to handle confidential information with discretion.
• Ability to work across teams and with a variety of projects and constituencies.
• Strong skills in Word, Excel and PowerPoint required.Experience with Canvas and Concur a plus.

Certificates and Licenses

• Will require completion of internal financial, procurement, orresearch compliance training

Additional Information

• Standard Hours/Schedule: 35 hours per week
• Visa Sponsorship Information: Harvard University isunable to provide visa sponsorship for this position
• Pre-Employment Screening: Identity
• Other Information:
  • Visa Sponsorship Information: Harvard University isunable to provide visa sponsorship for this position
  • Other Information: All formal offers will be made by FASHuman Resources.
  • Job Architecture: Academic & Faculty SupportOperations, Grade 53, Individual Contributor

Work Format Details

This position has been determined by school or unit leaders thatsome of the duties and responsibilities can be effectivelyperformed at a non-Harvard location. The work schedule and locationwill be set by the department at its discretion and based uponoperational needs. When not working at a Harvard or Harvard-designated location, employees in hybrid positions mustwork in a Harvard registered state in compliance with the University's Policy on Employment Outside of Massachusetts. Additional details will be discussed during the interview process. Certain visa types and