Staff Assistant III Job at Harvard University
Job Summary
Provides wide variety of administrative duties and customer service functions essential to the successful operation of HUDS at Harvard Kennedy School.
Position Description
- Qualify 200+ monthly catering inquiries for a wide variety of on-campus events; manage each event from conception to execution; manage event projects at once
- Collaborate with clients regarding event set up, billing information, event agendas, timing, etc.
- Input event orders and assist upper management in analyzing monthly revenue and budget reports using EMS – Event Management System
- Act as liaison with the HKS Campus Planning & Operations team; responsible for creating and updating all catering room diagrams with Social Tables to ensure correct room set up, coordinate last minute events, add-ons, date changes, etc.
- Represent HUDS at Executive Education program meetings as needed to assist with the coordination of upcoming events
- Work with students to meet budgets and coordinate accurate payments
- Update menus/documents in HKS folders, websites, and EMS systems weekly & seasonally
- Responsible for coordinating rentals as needed, to include tableware, table linen, office furniture & staging
- Support managers on the floor during busy seasons (Spring & Fall)
- Provide excellent customer service and ensure a high level of customer satisfaction
Basic Qualifications
- 3-5 years related experience coordinating meetings, conferences, events, etc.
- Demonstrated proficiency with Word, Excel and Outlook
Additional Qualifications and Skills
- College or business degree preferred
- Previous experience with EMS/ Meeting Matrix preferred
- Highly organized, detail-oriented, and have strong interpersonal and communications skills; initiative and self-motivation are necessary assets
- Strong sense of customer service
- Ability to handle complex and confidential information with discretion
- Able to prioritize and handle multiple tasks under deadline pressure; ability to independently problem solve issues to ensure customer satisfaction
- Able to communicate with highly diverse group of people and exhibit sensitivity to cultural differences
- Any other tasks as needed to support the HUDS team
Working Conditions
Emergency Status Designation: Non-Essential
Additional Information
Technology Skills Required: MS Word, Excel, Outlook
Benefits
We invite you to visit Harvard’s Total Rewards website 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 - Cambridge
Job Code
403033 Staff Assistant III
Work Format
On-Site
Department
Dining Services, Harvard Kennedy School
Sub-Unit
Dining Services
Time Status
Full-time
Salary Grade
053
Union
55 - Hvd Union Cler & Tech Workers
Pre-Employment Screening
Education, Employment, Identity
Schedule
Monday - Friday 8:00am - 5:00pm
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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