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Staff Assistant III

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Harvard University

14d ago

  • Job
    Full-time
    Junior Level
  • Customer Relations
    People, HR & Administration
  • Cambridge

AI generated summary

  • You need 2+ years in high-volume customer service, strong communication skills, office experience (preferably in a university), organizational skills, and discretion with confidential info.
  • You will handle phone inquiries, guide students, assist visitors, support administrators, maintain documentation, sort mail, monitor packages, train staff, and help with events and building requests.

Requirements

  • Minimum two years’ experience in high volume customer service area with diverse populations.
  • Punctuality and reliability are essential.
  • Demonstrated excellent oral and written communication skills and the ability to respond to a variety of constituents in a highly professional manner.
  • Prior office and customer service experience, including phone support, preferably in a university environment.
  • Strong organizational skills and ability to handle details with accuracy in a fast-paced setting.
  • Self-motivated and ability to work independently as well as part of a team.
  • Ability to handle confidential information with discretion.

Responsibilities

  • Answers the main Harvard Griffin GSAS phoneline, refers calls to other departments both internal within and external to Harvard Griffin GSAS.
  • Provides guidance to prospective and current students regarding dates and deadlines and general Harvard Griffin GSAS and University policies and procedures.
  • Welcomes and assists visitors to the Harvard Griffin GSAS administrative offices located at Smith Campus Center.
  • May provide administrative support to the Dean of Admissions and Financial Aid and Dean of Administration and Finance, which includes calendar management, drafting email correspondence, preparing mail-merges for bulk mailing, preparing materials for meetings, tracking follow-up action items from meetings, tracking and preparing for upcoming events/deadlines/milestones.
  • Responds to email inquiries received by the general Harvard Griffin GSAS email account and serves as the backup for the financial aid general email account.
  • Drafts safety and security protocols as a member of the Front Desk team.
  • Creates, updates, and maintains all Front Desk documentation, including information related to the phone system, emails, mail, and safety and security.
  • Creates and maintains the Front Desk Daily Log, which documents all the current and upcoming Harvard Griffin GSAS events and happenings including protocols.
  • Sorts and distributes mail for the Harvard Griffin GSAS staff.
  • Monitors all incoming and outgoing packages and notifies staff of packages to be picked up at the front desk.
  • Trains new Harvard Griffin GSAS employees on the alarm system and trains new staff on how to provide front desk coverage.
  • Assists the Administrative team with building requests for maintenance, event planning for Harvard Griffin GSAS staff events and outings, and manages the lunch coverage schedule.
  • May perform other duties as assigned.

FAQs

What is the job title for this position?

The job title for this position is Staff Assistant III.

Where is the Staff Assistant III position located?

This position is located on-campus in Cambridge, MA.

What are the main responsibilities of the Staff Assistant III?

The main responsibilities include serving as the receptionist, triaging phone calls, assisting visitors, providing guidance to students, and offering administrative support to the Dean of Admissions, among other duties.

What type of experience is required for this position?

A minimum of two years of experience in a high volume customer service area with diverse populations is required.

Is a cover letter required for application?

A cover letter is highly encouraged to be considered for the position.

Does the university provide visa sponsorship for this role?

No, we are unable to provide visa sponsorship for this position.

What benefits are offered to Staff Assistant III employees?

Benefits may include paid time off, comprehensive health and welfare benefits, retirement plans, tuition assistance, professional development opportunities, and access to various facilities and discounts.

Is this position full-time or part-time?

This position is full-time.

What skills are preferred for the Staff Assistant III position?

Preferred skills include excellent communication skills, strong organizational skills, the ability to handle confidential information, and the ability to work both independently and as part of a team.

What is the job function of this position?

The job function of this position is General Administration.

Will I be trained as part of this role?

Yes, the Staff Assistant III may be responsible for training new Harvard Griffin GSAS employees on the alarm system and front desk coverage.

Harvard University

https://hr.harvard.edu/search-jobs

Education
Industry
1636
Founded Year

Mission & Purpose

Harvard University is a prestigious educational institution that provides undergraduate, graduate, and professional education across a wide range of disciplines. Their ultimate mission is to advance knowledge, foster intellectual growth, and prepare leaders who will make a difference globally. Harvard's purpose is to create an environment of academic excellence, encouraging innovation, critical thinking, and research that addresses complex challenges, while also promoting inclusive and diverse perspectives within their community.