Staff Assistant

  • Harvard University
  • Cambridge, MA 02138, United States
  • Aug 04, 2017
Full time Admin-Clerical

Job Description

Harvard University

Staff Assistant
Harvard Graduate School of Education

Duties & Responsibilities
Reporting to the Program Manager, this position provides administrative support for Harvard Teacher Fellows (HTF) and ensures the smooth operation of team logistics. This position will also act as the primary administrative lead for HTF's fieldwork logistics, including communication with our partner schools and managing the logistics of fellows' teaching licensure requirements.

Fieldwork Support
• Create and manage database of fieldwork placements, including summer school sites and teaching residency placement school sites
• Create and manage systems to track logistics and paperwork related to fieldwork placements (e.g. CORI, SORI, licensure exams, mentor teacher contracts, etc.)
• Support the development and implementation of a handbook for fieldwork policies and procedures
• Collect and interpret fieldwork survey data
• Other duties as needed
Finance Support
• Process and maintain paperwork for all team expenses, including reimbursements, corporate card charges, invoices, contracts, temporary hire paychecks, etc.
• Handle travel and accommodation requests
• Responsible for catering requests, room reservations, note-taking, meeting scheduling/materials preparation, and financial processing
• Update website as needed
• Other duties as needed

Program Support
• Execute day to day team logistics (e.g. catering requests, room reservations, notetaking, meeting scheduling, materials preparation, travel and accommodation booking, etc.)
• Provide project-specific support to Program Manager and Coordinator (e.g. updating website, supporting recruitment and alumni events, preparing for conferences, etc.)
• Manage office logistics, such as ordering supplies and organizing storage
• Other duties as needed

Faculty Support
• Provide administrative support to 4 HTF faculty (approximately 5 hours per faculty each week), including calendar management that prioritizes daily actions and creates feasible work schedules
• Serve as primary support for HTF's courses, including coordination with the HGSE Registrar, book ordering and scanning, syllabi preparation, Canvas website maintenance, A/V and media/technology support, and project-specific course support, such as researching library texts and videos
• Other duties as needed

This is a term position with funding for 12 months with the possibility of renewal.

Basic Qualifications
Minimum 3 years previous administrative experience in a professional environment, or previous experience supporting faculty in an academic environment; demonstrated experience with Word & Excel. Occasional overtime required.

Any applicant wishing to be considered for this position must indicate that they meet all of the basic requirements in either their cover letter or resume.

Applicants wishing to be considered must supply a cover letter in addition to their resume.

Additional Qualifications
B.A. preferred; excellent interpersonal, oral and written communication skills; demonstrated ability to exercise independent judgment and initiative, attention to detail, and follow-through; strong organizational skills and ability to work with minimal supervision; aptitude for adjusting course in a fast-paced work environment; ability to quickly learn new online systems and technologies.
Additional Information
Please attach resume and cover letter as one document.

We regret that the Harvard Graduate School of Education does not provide Visa sponsorship.

About the Harvard Graduate School of Education
Many choose to work at the Harvard Graduate School of Education because they believe in our mission and are excited by our vision for the future. We have a reputation as a great place to work, for our excellent leadership, and we are a strong community which values diversity. For more information about HGSE, its programs, research, and faculty, please visit:

Job Function
General Administration

Sub Unit

USA - MA - Cambridge

Research (HTF)

Time Status

55 - Hvd Union Cler & Tech Workers

Salary Grade

Pre-Employment Screening

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 or any other characteristic protected by law.

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