Harvard University Staff Assistant, Safety and Security in Cambridge, Massachusetts

Auto req ID 42386BR

Business Title Staff Assistant, Safety and Security

School/Unit Harvard Art Museums

Sub-Unit ------------

Location USA - MA - Cambridge

Job Function General Administration

Time Status Part-time

Schedule Part-time, Monday – Friday, 9am – 1pm (20 hours per week)

Department Safety and Security

Salary Grade 053

Union 55 - Hvd Union Cler & Tech Workers

Duties & Responsibilities Summary:The Staff Assistant will perform a variety of complex administrative/support duties to help coordinate the activities of the Department of Safety and Security. He/She will provide administrative support to the Director of Safety and Security and Security Managers and serve as first point of contact for the department, both internally and externally, answering questions and providing support in a professional, courteous, and collaborative manner. The Staff Assistant will keep the Director of Safety and Security apprised of any issues and questions and provide for smooth day-to-day flow of communications within the department.Please note: This is a 20 hour/week position. Schedule is Monday – Friday, 9am – 1pm.Roles and Responsibilities:• Perform accurate and timely financial processing and reconciliation for bill payment, invoices, receipts, and pcard reviews. • Order and distribute uniforms. Maintain uniform closet. Maintain complete files related to department uniforms.• Order departmental supplies and equipment. Maintain sufficient supply inventory for department use.• Track and monitor status of maintenance contracts, including fire and safety systems.• Work with the Director to coordinate contracts for vendors and independent contractors, including completing appropriate paperwork.• Schedule vendor work to maintain security and fire systems.• Manage lost and found items.• Manage the calendar of the Director of Safety and Security and assist with meeting management and scheduling for the department.• Develop and distribute meeting notes that assist in the tracking and oversight of the departmental workflow. Work with the Director of Safety and Security to develop the agendas for department meetings.• Provide administrative support for day-to-day operations and special projects as needed. Compose, proofread, edit, and prepare correspondence, reports, documents, bid sheets, and other materials for internal and external audiences.• Serve as front line contact for department staff, researching, answering, and directing basic staff inquiries.• Contribute to departmental goals by performing other duties as assigned.

Basic Qualifications Candidates MUST meet the following basic qualifications in order to be considered for this role:Minimum of three years of administrative support experience.

Additional Qualifications Bachelor’s degree preferred. Experience supporting a large, multi-shift department preferred. Outstanding organizational and interpersonal skills, with a customer service and problem solving orientation, will be essential to success in this position. Ability to multi-task and maintain positive, helpful attitude. Ability to set and manage priorities. Attention to detail. Excellent judgment, discretion, and decision-making skills. Must be self-motivated and able to work independently and as a team member in a work environment of multiple and conflicting priorities. Highly proficient in relevant software applications (i.e. MS Office). Ability to work in an environment with confidential and sensitive information without compromise.

Pre-Employment Screening Identity

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 or any other characteristic protected by law.