08-Mar-2024
University Administration
65131BR
Job Summary
Reporting to the Ed Portal Operations Manager, the Harvard Ed Portal Staff Assistant, Member Support and Operations, supports the Harvard Ed Portal front desk and serves as a member of the operations team, working on-site to ensure the Harvard Ed Portal (HEP, www.edportal.harvard.edu ) is operating smoothly, lending support and/or providing coverage to members of the team as needed.
The Harvard Ed Portal is part of Harvard University’s Cooperation Agreement with the City of Boston. The Ed Portal provides access for all Allston-Brighton residents to Harvard’s educational resources, mentoring, training, health and wellness programs, arts, and cultural programs, as well as gallery and exhibit space. The Ed Portal is the center of community engagement between the university and the City of Boston, offering programs on-site, scholarships, and virtual and on-campus opportunities for Allston-Brighton residents.
The Staff Assistant, Member Support and Operations is the “face of the Ed Portal” and is responsible as the first line of response for all visitors to the Ed Portal. They are also responsible for managing reservations to use the Ed Portal space, along with enforcement of Ed Portal policies; facilities management; occasional program support, and occasionally overseeing volunteers and temporary employees.
The schedule of this position is Monday-Thursday, 2:00 pm-7:00 pm, and Friday, 1:00 pm-5:00 pm September-June with Monday-Thursday hours shifting to 12:00pm-5:00pm July-August.
Position Description
- Performs a wide range of complex and sometimes confidential administrative and clerical duties to support programs, events, and scheduling at the Harvard Ed Portal. The Staff Assistant also provides general support to the Harvard Ed Portal including but not limited to: answering phones, directing calls, answering questions, maintaining office calendars, corresponding by email, scheduling meetings, photocopying, filing and updating databases.
- Communicates with and provides services to a wide range of internal and external constituents related to the facility, outreach, community programs, and related activities. Anticipate and resolve problems with the ability to stay up to date on all programs in the Ed Portal to answer questions and support visitors.
- Responsible for issuing Ed Portal Memberships to the community members. This includes signing up community members for membership, updating the membership database, sending monthly renewals, and updating the database as needed. Additionally, distributing other membership benefits – museum passes and summer pool access passes.
- Provide event support for the programs occurring in the Harvard Ed Portal including arranging furnishings (i.e. tables, chairs), ordering catering, setting up equipment, arranging parking, and other event logistics, as necessary. Moderate/oversee virtual programs on Zoom on occasion.
- Coordinate the physical space and all associated functions and contracts associated with cleaning and building facility needs.
- Serve as the primary point of contact with Harvard Real Estate Services in scheduling and maintaining the facility when on site. Relay information, prioritize projects based on scheduling, and ensure the facility is maintained, repaired, and cleaned in consultation with the Operations Manager.
- Liaise with program staff, vendors, and contractors that work in the Ed Portal and provide administrative and operational support as needed.
Basic Qualifications
- 1 or more years of relevant experience.
- Competency in Microsoft Office Applications, particularly Outlook, Word, Excel, and PowerPoint, OneDrive, and Google Drive/Google Apps; Skills testing may be a component of the interview process for this position.
- This job operates in a professional office environment and requires the ability to use standard office equipment such as computers, phones, photocopiers, and filing cabinets.
- Physical ability to move and lift up to 25lbs. (i.e. tables, chairs, boxes).
- Ability to pass a CORI/SORI check.
- Work hours may include earlier mornings, later evenings and weekends on occasion as needed.
Additional Qualifications and Skills
- Candidates with Spanish language proficiency strongly preferred.
- Proficiency in additional language including (in order of priority) Portuguese, Haitian/Creole, or Mandarin also preferred.
- Strong written and verbal communication skills and ability to communicate with a culturally and linguistically diverse population.
- Ability to work independently, multi-task, and balance shifting priorities in a dynamic environment.
- Prior experience with database systems such as Sumac, or the ability to learn such systems.
- Prior knowledge/ability to learn online event management tools such as Eventbrite, and other web-based applications.
- Superior organizational skills to work on shared job responsibilities.
- Previous experience in hospitality, restaurant, healthcare, or human services industries desired
- Ability to handle complex and confidential information with discretion.
- Familiarity with the Allston-Brighton community helpful.
- Familiarity with local non-profit organizations focused on K-12 audiences, health and wellness, workforce development, economic development and/or the arts is helpful
Work Format Details
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.
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.
Job Function
General Administration
Department Office Location
USA – MA – Allston
Job Code
403033 Staff Assistant III
Union
55 – Hvd Union Cler & Tech Workers
Pre-Employment Screening
Education, Identity
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.
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