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Harvard University Staff Assistant, Travel Programs (Part-time) in Cambridge, Massachusetts

55749BRAuto req ID:55749BRJob Code:403033 Staff Assistant III Location:USA - MA - Cambridge Business Title:Staff Assistant, Travel Programs (Part-time)Sub-Unit:------------ Salary Grade (https://hr.harvard.edu/salary-ranges#ranges) :053Time Status:Part-time Union:55 - Hvd Union Cler & Tech Workers Basic Qualifications:

  • 1-2 years of related experience. Education may count towards experience.

  • Experience with Windows and Microsoft Office software.

  • Excellent verbal and written communication skills.

Additional Qualifications and Skills:

  • Must be highly organized, detail-oriented, and have strong interpersonal and communication skills.

  • BA/BS degree from an accredited institution preferred

  • Previous travel industry or customer service experience is a plus

  • Must possess the ability to establish and promote good working relationships.

  • Must be flexible and possess the ability to prioritize and handle multiple tasks in a fast-paced, deadline-oriented environment.

  • Must be able to focus on priorities and time-specific duties in a multitasking environment.

  • Must possess a collaborative work style, be motivated to learn, and flexible to change.

Additional Information: This position requires a 3 month orientation and review period.

Please include a cover letter with your application.

About Harvard University

Harvard University, based in Cambridge and Boston, Massachusetts, was established in 1636 and is the oldest institution of higher education in the United States. The University is home to over 20,000 students and employs 18,000 people, making us the fifth-largest employer in Massachusetts. Harvard is a special place, filled with diverse, energetic, and talented people who are driven to grow and succeed. By working here, you join a vibrant community that advances Harvard’s world-changing mission in meaningful ways, inspires innovation and collaboration, and builds skills and expertise.

Why AA&D?

We are a dedicated team of 400 alumni affairs and development professionals supporting Harvard’s advancement activity through roles that include front-line fundraising, alumni and volunteer engagement, technology, events, communications, prospect management and research, business process, talent management and many other areas.

Harvard’s Alumni Affairs and Development team inspires and galvanizes alumni, friends, and members of the University community to support Harvard through philanthropy, governance, and active engagement. AA&D believes a workplace that reflects the diversity of our society and our ever-evolving University constituency makes us a stronger and more effective organization. Our goal is to create an environment of respect that values the many talents, perspectives, and experiences of our community, to deliver the strongest possible results by incorporating diverse perspectives into our daily work, and to make AA&D a great place to work for everyone. AA&D strives to live our values of respect, inclusion, trust, collaboration, innovation and sharing of information in our daily interactions and our work.

To learn more about how Harvard supports diversity and inclusion throughout the University please visit the Office for Diversity, Inclusion & Belonging at https://dib.harvard.edu/ .

Discover AA&D and Harvard University Benefits

  • Opportunities for internal advancement

  • A creative, high- energy, collaborative environment

  • Generous Vacation, Sick, Personal, and Holiday pay

  • Medical, Dental and Vision benefits starting on your first day

  • University-funded retirement plans

  • Tuition Assistance Program

  • Transportation benefits to help with your daily commute

  • Health and wellness discounts, memberships and programs

    Additional benefits can be found at https://hr.harvard.edu/totalrewards .

Accommodations:

Harvard University welcomes individuals with disabilities to apply for positions and participate in its programs and activities. If you would like to request accommodations or have questions about the physical access provided, please let your recruiter know.

Vaccine Requirements:

Harvard will require COVID vaccination for all Harvard community members who will have any on-campus presence. Individuals may claim exemption from the vaccine requirement for medical or religious reasons. More information regarding the University’s COVID vaccination requirement and exceptions may be found at the University’s “COVID-19 Vaccine Information” webpage: http://www.harvard.edu/coronavirus/covid-19-vaccine-information/ . Department:Alumni Affairs and DevelopmentPre-Employment Screening:Education, IdentityJob Function:Alumni Affairs and Development, General AdministrationJob-Specific Responsibilities: Primary Responsibilities: (customer service—50%)

  • Handles phone inquiries from alumni, parents, and friends of Harvard who are interested in Harvard trips (answers the phone, regularly checks messages and logs calls, responds within 24 hours, and sees through to resolution).

  • Responds to department emails within 24 hours and sees through to resolution.

  • Processes registrations & cancellations on a biweekly basis (entering into database and sending confirmation emails).

  • Processes booking reports on Friday (following the appropriate protocol for handling confidential information).

  • Follows up with and tracks online registrations.

  • Tracks “Information When Available” requests and follows up when appropriate.

  • Cross-checks travel registrations against tour operator lists monthly.

    Secondary Responsibilities: (administration—45%)

  • Pulls together the host letter emails, including checking degrees on traveler lists and sending out the email. May be called upon to write letters if there is no study leader or host.

  • Prepares post-tour evaluations online and sends department welcome home / thank you notes to travelers / Reviews surveys with an eye for identifying comments and results that require attention from HAA or Tour Operator / Identifies and log comments suitable for promotional use / Shares results on a monthly basis with the HAA Travels team and Tour Operators.

  • Compiles and submits expense reports for study leaders and hosts.

  • Performs proofing of brochures according to the established rubric on an as needed basis.

  • Creates and edits detailed itineraries as needed.

  • Creates Terms & Conditions as needed and tracks/sends to pre-registration bookings.

  • Updates ViaTour mailing list with changes, additions, and removals.

  • Requests, reviews, and edits pre-trip documentation from tour operators for Standard Programs. Implements and oversees standards.

    Additional Duties: (5%)

  • Pulls Booking Reports for Travel Weekly meetings.

  • Performs Level One research in ADVANCE.

  • Proactively reviews and improves administrative systems.

  • Assists with general office tasks as needed.

    The above covers the most significant responsibilities of the position. It does not, however, exclude other duties, the inclusion of which would be in conformity with the level of the position. School/Unit:Alumni Affairs and Development 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.Job Summary: This position will be based on our campus in Cambridge, MA. However, due to the COVID-19 pandemic this position will be remote until further notice.

    Alumni Affairs and Development (AA&D) comprises the University Development Office (UDO), Faculty of Arts and Sciences (FAS) Development, AA&D Resources, and the Harvard Alumni Association (HAA). There is a unique relationship between the University and the FAS fundraising operations, resulting from a long history in which University fundraising ultimately grew out of College fundraising.

Harvard Alumni Association (HAA)

The HAA is the official association for all of Harvard University’s alumni. The HAA is responsible for University-wide alumni initiatives and works with all Harvard Schools, including the FAS, to increase alumni engagement. The HAA is also the home of the Harvard and Radcliffe College Alumni Programs Office. The HAA supports a global network of volunteers who organize alumni through Harvard Clubs, Shared Interest Groups, college classes, and graduate and professional School organizations.

The individual holding this part-time position is responsible for day-to-day customer service and administrative tasks supporting Harvard Alumni Travels. Responds to in-bound travel sales calls and emails. Must have excellent customer-service skills and ability to work with a sophisticated and occasionally demanding clientele. Processes and acknowledges program reservations and deposits, prepares, and maintains records of registrations. Provides administrative support to the departments as needed.

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