"Dean's Office Administrator"

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.

Job Responsibilities

• 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, ordering replenishments as needed with attention to overall cost and budgeting.
• Maintain accurate and organized files for the office, updating documents as needed.
• 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 so personalized communication can be sent by the Dean.
• Send flowers and gifts on behalf of the Dean’s Office.
• Support Dean's Office recurring events and special events, 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, drafting invitations and reminders, 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.
• Oversee and manage the calendars for HGSE’s Executive Dean, Academic Dean, and Chief of Staff, assisting with scheduling meetings.
• 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.

Qualifications

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.

Additional Information

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. Work Format Details: This position is based on-site at a Harvard campus location in Cambridge.