Dean's Office Administrator - Military veterans preferred

Dean's Office Administrator

ID: 001224SR
JOB FUNCTION: General Administration
LOCATION: Cambridge
WORK FORMAT: Fully On-site
JOB TYPE: Full-time
BRAND: Harvard Graduate School of Education

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 Graduate School of Education?

The Harvard Graduate School of Education (HGSE) is a diverse community of learners, teachers, and employees who are passionate about changing the world through education and striving for maximum impact in the field 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 that values diversity. For more information about HGSE, its programs, research, and faculty, please visit: www.gse.harvard.edu.

Role Overview: This key position provides professional front-line service to the HGSE Dean’s Office, ensuring maximum support to the Deans, Dean’s Office team, and the full HGSE community. The Administrator will play a key customer service role welcoming and greeting Dean’s Office visitors while also ensuring that the office is well-organized and well-stocked. Additionally, the Administrator will support critical decanal meetings, events, and initiatives throughout the academic year in advancing our institutional goals, priorities, and mission.

HGSE is a residential community supporting primarily on-campus degree program students along with faculty and staff. Our commitment to a vibrant campus culture relies on robust connections; we believe in-person work brings enhanced collaboration and innovation, strengthened organizational culture, and a stronger student experience. It also improves our ability to engage in teaming and shared work to advance the HGSE mission. In contributing to our on-campus community, this position requires an on-campus presence five days per week with the possibility of additional flexibility during certain times of the year. Evening and weekend work may also be required either in person or remotely.

Job Responsibilities

Office Administration

• Provide a strong, positive front-desk presence for all visitors and teammates.
• Administer day-to-day operations for the Dean’s Office, including ensuring supplies, materials, signage and other operational needs are met.
• Oversee Dean’s Office budget related to supplies, swag, gifts, and event expenses, keeping Executive Assistant informed of general expenditure patterns.
• Administer and coordinate financial processes for the dean’s office including reconciling the Deans’ and Dean’s Offices expenses, processing reimbursements in an accurate and timely manner, and tracking any outstanding expenses or reimbursements.
• Oversee and organize the office calendar, including understanding and communicating vacation schedules, managing coverage of work, etc.
• Maintain inventory of all office supplies, collateral, and gifts/swag (including sympathy gifts, student gifts, community celebration items, etc.), ordering replenishments as needed with attention to overall cost and budgeting.
• Maintain accurate and organized files for the office, updating documents as needed.

Communications and Gifts

• Serve as the first point of contact for Dean’s Office, greeting visitors and ensuring the guest experience in the office waiting area is welcoming.
• Monitor, categorize, and triage messages in the hgse_dean email account, escalating as appropriate.
• Respond to all incoming contacts (phone calls, voicemail, emails) in a timely and highly professional manner using utmost tact and discretion.
• Prepare and assist Executive Assistant with office correspondence as needed.
• Open, sort, and direct Dean’s Office incoming mail.
• Oversee the HGSE holiday greeting card design, production and mailing process in collaboration with the Executive Assistant as well as the Development and Communications & Engagement teams.
• Work closely with other HGSE Offices to learn of important milestones (new babies, life events, illness, passings, etc.) so personalized communication can be sent by the Dean.
• Send flowers and gifts on behalf of the Dean’s Office.

Events and Community Engagement

• Support Dean's Office recurring events (e.g., faculty and staff meetings) and special events (e.g., “pop ups” and community socials), including drafting invitations and reminders, managing all event logistics, overseeing RSVPs, and preparing materials.
• Plan and execute the Dean’s Office holiday party, including exploring and securing a venue; proposing options to the Dean and the Executive Assistant; drafting invitations and reminders; researching managing all event logistics; overseeing RSVPs and meal orders; and managing personalized holiday greeting card from the Dean.
• Serve as the Dean’s Office liaison for major events.

Dean’s Office Team Support

• Oversee and manage the calendars for HGSE’s Executive Dean, Academic Dean, and Chief of Staff, assisting with scheduling meetings with faculty, staff, students, donors, and other constituents for other Dean’s Office team members.
• Coordinate travel arrangements as needed, including preparing itineraries and related travel documents, assessing different options for cost, convenience, and travelers’ preferences.
• Staff meetings as requested including note-taking and capturing action steps.
• Assist with Dean’s Office special projects as needed.

Other duties as assigned.

Basic Qualifications:

3+ years related experience in an administrative role.

Ability to work overtime including nights and weekends.

Any candidate wishing to be considered must submit a cover letter in addition to their resume.

This is a term position for one year from date of hire, with the possibility of continuation.

Additional Qualifications and Skills:

• Bachelor’s degree strongly preferred.
• Exceptional customer service skills demonstrating a people centered approach.
• Excellent verbal/written communication skills.
• Demonstrated ability to anticipate, problem solve, and recommend options for various administrative situations.
• Exceptional organizational skills and attention to detail.
• Ability to work independently with minimal direction.
• Experience with financial processing and budget management.
• Comfort engaging in a wide variety of initiatives in a fast-paced environment.
• Ability to work collaboratively across units and teams.
• Demonstrated commitment to discretion and confidentiality.

• Appointment End Date: 1 year from date of hire
• Standard Hours/Schedule: 35 hours per week
• Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position
• Pre-Employment Screening: Identity
• Other Information:

  HGSE is a diverse community of learners, teachers, and employees who are passionate about changing the world through education and striving for maximum impact in the field of education.

  HGSE Human Resources values diversity in all forms, and believes that each employee brings a set of diverse experiences and identities to the workplace that makes us stronger, encourages innovation, and enhances our collective contributions. We continue to develop and support a workforce that reflects the diversity of those we serve; fosters an environment that allows each individual to belong and to bring their best self to work; and creates the conditions that empower employees to contribute their full potential to advancing the work of the school.
  We do this by:

  • Hiring and retaining staff reflecting the diversity of those we serve;
  • Providing employees opportunities to learn, grow, and be challenged;
  • Reviewing and ensuring fairness and equity in HR practices and policies including but not limited to hiring, promotion, and compensation;
  • Developing strong relationships and partnerships internal and external to our community to advance diversity and inclusion;
  • Communicating transparently and respectfully; and
  • Fostering an inclusive, respectful, and professional work environment

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

  Work Format Details

  • This position is based on campus in Cambridge.

Work Format Details

This position is based on-site at a Harvard campus location. 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.

Salary Grade and Ranges

This position is salary grade level 054. Please visit? Harvard's Salary Ranges? to view the corresponding salary range and related information.

Benefits

Harvard offers a comprehensive benefits package that is designed to support a healthy work-life balance and your physical, mental and financial wellbeing. Because here, you are what matters. Our benefits include, but are not limited to:

• Generous paid time off including parental leave
• Medical, dental, and vision health insurance coverage starting on day one
• Retirement plans with university contributions
• Wellbeing and mental health resources
• Support for families and caregivers
• Professional development opportunities including tuition assistance and reimbursement
• Commuter benefits, discounts and campus perks

Learn more about these and additional benefits on our Benefits & Wellbeing Page.

EEO/Non-Discrimination Commitment Statement

Harvard University is committed to equal opportunity and non-discrimination. We seek talent from all parts of society and the world, and we strive to ensure everyone at Harvard thrives. Our differences help our community advance Harvard’s academic purposes.

Harvard has an equal employment opportunity policy that outlines our commitment to prohibiting discrimination on the basis of race, sex, ethnicity, color, national origin, religion, disability, or any other characteristic protected by law or identified in the university’s non-discrimination policy. Harvard’s equal employment opportunity policy and non-discrimination policy help all community members participate fully in work and campus life free from harassment and discrimination.

Equal employment opportunity, including veterans and individuals with disabilities.

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