Job Description

Job Summary

Provides administrative support for the Transportation Services Senior Management Team, focusing on the Managing Director of Transportation as well as the individual Transportation departments as needed. Performs a variety of administrative/support duties to coordinate the activities and procedures to support Transportation Services, including schedules, meetings, telephone, travel, office space and equipment. Manages overall office operations and performs special projects as required. Works independently with minimal supervision.

Position Description

Organizes and implements administrative support, including arranging appointments, schedules, and meetings; arranges for media, space, and catering services; manages office mail, supplies, and other operational needs; works in close association with other administrative and departmental staff to ensure timeliness and responsiveness of all office support services; serves as travel coordinator for the Transportation Services department.

Communicates and interacts regularly with University officials, faculty, staff, and students, external organizations, and the public on a variety of matters, including providing information and specific responses to urgent and sensitive issues.

Initiates, organizes, and implements administrative systems and processes for efficient office management, including active and archive records, communication, planning and scheduling for all Transportation Administration.

Reviews a wide range of published information, provides analysis, edits, and compiles data for senior management review. Prepares documents and correspondence, and reviews and edits material.

Manages office equipment, including computer software, hardware, and networking, printers, copiers, fax machines, etc. to ensure efficient and reliable office operations. Works closely with department staff and outside vendors to maintain and repair equipment.

Arranges department-wide meetings and special events, and coordinates programs and activities for visitors. Plans and organizes travel/accommodation arrangements and manages related expense reporting activities.

Responsible for on-boarding of new employees of Transportation Services, as well as off-boarding those leaving the department, following HR and University guidelines.

Will be trained in a variety of Transportation customer facing administrative duties to cover staffing needs as necessary for all Transportation Services units.

Coordinates office space and acts as the Transportation building management liaison.

Processes payment of invoices and expenses for all Transportation units.

Performs related duties as required.

Basic Qualifications

Three or more years of related experience in a professional office environment, with progressive growth in responsibilities and independent action. College degree preferred; education beyond high school level may be considered toward experience. Strong organizational, interpersonal and English grammar and office procedure skills are required. Self-initiative, confidence, adaptability, strong attention to detail and good judgment are required. Excellent interpersonal skills and the ability to develop valuable working relationships required. Must be proficient in writing business correspondence and have strong knowledge of desktop computer systems, and standard Microsoft office software. Knowledge of Harvard Financial Systems a plus. Must be able to prioritize work and manage multiple tasks and competing priorities. Position requires ability to handle sensitive, confidential, and complex materials and information.

Additional Information

Emergency Status Designation: Critical Personnel

The health of our workforce is a priority for Harvard University. With that in mind, we strongly encourage all employees to be up-to-date on CDC-recommended vaccines

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.

Work Format

On-Site





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.

About Harvard University Campus Services

Harvard University is devoted to excellence in teaching, learning, and research, and to developing leaders in many disciplines who make a difference globally. The University, which is based in Cambridge and Boston, Massachusetts, has an enrollment of over 20,000 degree candidates, including undergraduate, graduate, and professional students. Harvard has more than 360,000 alumni around the world. The University has twelve degree-granting Schools in addition to the Radcliffe Institute for Advanced Study, offering a truly global education. Established in 1636, Harvard is the oldest institution of higher education in the United States.

Connections working at Harvard University Campus Services

Job Tags

Holiday work, Immediate start,

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