Posted: Thursday, May 4, 2017 4:05 PM
Auto req ID 42467BR Business Title Senior Administrative Assistant School/Unit Alumni Affairs and Development Sub-Unit Location USA - CA - San Francisco Job Function Alumni Affairs and Development General Administration Time Status Full-time Department Alumni Affairs & Development Salary Grade 054 Union 96 - Non-Union, Out of Area Duties & Responsibilities As the most senior member of the Administrative Team, the Senior Administrative Assistant serves as the key contact point between the development offices in San Francisco and Cambridge. In addition, the Senior Administrative Assistant manages complex calendars, arranges meetings, events, and appointments, and prepares necessary meeting and solicitation materials. This position requires excellent communication and interpersonal skills.Office Management:Acts as the primary liaison to AA&D Facilities and FAS Development Administration/Operations.Oversees office services and ensures the smooth operations of the office including, but not limited to, telephone services; computer services; video-conferencing; mail services; office supply inventory management; and key inventory management.Coordinates administrative support, from existing staff assistants for San Francisco based fundraisers via weekly staff assistant meetings.West Coast Team Support:Provides support for the monthly meetings of the San Francisco Team and any relevant volunteer committees, including developing agendas, collecting and circulating advance materials, and tracking progress of efforts resulting from each group's discussions.Serves as project manager for San Francisco community building and training activities (eg Wine and Wisdom gatherings, Holiday Party, AA&D Spirit of Friday's Committee).Drafts routine correspondence and manages the West Coast Team's presence on the internal network directory on behalf of the Director.Collaborates with the Director to optimize communications and support a culture of teamwork, innovation, and accountability.Provides bookkeeping responsibilities as required.Support to Frontline Activities:Meets weekly with direct supervisors to discuss priorities and activities, to provide updates and obtain guidance, and to manage workflow.Assists with event planning and execution. Provides onsite support at select events.Manages complex calendars, arranges for meetings and appointments and supports rigorous travel itineraries for supervisors and other officers as needed.Uses multiple technical applications including word processing, databases, Internet, spreadsheets, graphics and presentation software, electronic calendar, and email.Prepares meeting and solicitation materials, briefings, and draft donor reports.Contributes to briefings and inquiries requested by the University president, provost, deans, and other faculty leaders.Monitors office budget including tracking expenditures and preparing financial reports using on-line financial systems and interactive spreadsheets. Works with the budget office to ensure smooth processing of expense reports.Reviews, assesses, routes, answers, and monitors follow up action steps on correspondence. Gathers and analyzes information required for administrative reporting. Independently handles various projects and committee activities as directed and/or 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. Basic Qualifications Minimum of 3 years of related administrative and coordination experience required, including experience supporting senior/executive level staff.Knowledge of Microsoft Office software required. Additional Qualifications Bachelor's degree from an accredited university strongly preferred.Ability to multi-task, prioritize and work in a fast-paced environment with tight deadlines.Strong interpersonal, communication, problem solving, organizational and analytical skills.High level of discretion, confidentiality, and attention to detail.Dedicated team player with strong customer service orientation.Excellent verbal and written communication skills.High level of professionalism necessary, with the ability to work with individuals at all levels of the organization.Creative, flexible, and innovative team player.Ability to work independently and as a member of teams and committees.Knowledge of BSR Advance databases a plus. Additional Information THIS POSITION HAS A STRONG INTERNAL CANDIDATE (SIC)Summary:Harvard University's West Coast office of Alumni Affairs and Development (AA&D) is the hub of all Harvard fundraising and alumni engagement activity in the western United States. Located in downtown San Francisco, the office aims to foster a philanthropic community in the region to support the vital and enduring teaching, learning, and research mission of Harvard's Faculty of Arts and Sciences. We currently seek a non-exempt Senior Administrative Assistant to manage the daily operations of the entire office while providing essential administrative support for both the Director of West Coast Development and a Regional Director. This position will serve as an integral member of the development team, overseeing purchasing and facilities management, and acting as a liaison to AA&D Facilities, FAS Development Administration/Operations, local vendors, and building management.Please include a cover letter with your application.Skills testing may be a component of the interview process for this position.The department of Alumni Affairs and Development at Harvard University is committed to diversity. We welcome applicants who bring varied experience, thought, and practice to the department's mission to maintain and enhance an engaged community of alumni and friends worldwide and to lead the University's fundraising efforts.Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records.Harvard University Benefits PackageVacation/Sick/Personal/Holidays: Harvard offers 3 (union roles) - 4 (exempt) weeks paid vacation, a paid holiday break between Christmas and New Year's Day, 12 paid sick days, 11.5 paid holidays, and 3 paid personal days each year.Medical/Dental/Vision Benefit: Harvard offers a variety of excellent medical, dental, and vision plans which all begin on the first day of employment.Retirement: University-funded retirement plan with full vesting after 3 years of service.Tuition Assistance Program: Competitive tuition assistance program, $40 per class at the Harvard Extension School and discounted study options through participating Harvard Graduate Schools.Transportation: Harvard offers a 50% discounted MBTA pass as well as parking options to assist employees in their daily commute to campus.Wellness Options: Harvard offers programs and classes at little or no cost, including stress management, massages, nutrition, meditation, and complimentary health services. There are also fee-based athletic facility memberships available at various locations around the university for employees. Pre-Employment Screening Education 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.
• Location: Boston
• Post ID: 40163963 boston