The Office of Administration and Finance (A&F) is responsible for oversight of school-wide administration and operations management. Housing the core administrative services to the school, this Office is comprised of human resources, finance, facilities and operations, sponsored programs, compliance and risk management, and information technology.
Reporting directly to the Dean for Administration and Finance, we seek a highly motivated, exceptionally organized, and technically savvy individual to provide outstanding administrative support to the Dean for Administration and Finance and the A&F office.
Specific duties include but are not limited to:
Manages complex calendars, schedules numerous appointments and meetings, and manages all scheduling for the Dean of A&F (and as needed for the office leaders).
Responsible for scheduling meetings in a timely manner and working with colleagues across the university to ensure conflicts are minimized.
Coordinates all aspects of meetings and event planning including calendaring, arranging for facilities, room booking and setup, technology setup, and catering.
Compiles detailed background information for meetings and special projects.
Coordinates travel arrangements and provides detailed itineraries.
Submits invoices (for A&F) for payment in compliance with established University/FAS/College Library financial policies and procedures.
Submits any expenses, as needed, through Concur, Harvard University's travel and expense reimbursement system.
Takes meeting notes, composes, proofreads, and edits documents and correspondence as needed.
Manages A&F SharePoint sites and A&F intranet and website to ensure content is kept current, creates and maintains spreadsheets, records and confidential files, manages HSDM distribution lists, adding and removing people as needed.
Reports problems with printers and fax.
Orders all coffee, tea, kitchen supplies; water, office supplies, copy paper, letterhead, printer cartridges, etc.
Maintains physical and electronic office files in accordance with University records retention policies.
Provides reception coverage in the Administration and Finance suite, including welcoming guests, answering phones, responds to routine inquiries and triaging questions.
Maintains and posts the organization charts for the school.
Contributes to department goals by accomplishing related duties as required; works closely with Administration and Finance team and the Dean's Office on additional related duties and special projects as needed.
Diversity Statement: The Harvard School of Dental Medicine values diversity among its faculty, staff, and students, is strongly committed to building a culturally diverse intellectual community, and strongly encourages applications from women and underrepresented groups.
The Harvard School of Dental Medicine reserves the right to add or change duties as dictated by business needs.
For HDC positions: This role will be based at either the HDC Longwood or Cambridge location but may require or be schedule at either location as business needs dictate.
Harvard School of Dental Medicine is not able to provide visa sponsorship or work authorization for this opportunity.
Salary Grade: 053
Union: 55 - Hvd Union Cler & Tech Workers
High school graduate or equivalent. Three or more years of related experience. Education beyond high school may count toward experience. Proficiency in using the internet, Microsoft Office products and calendaring.Appropriate communication skills required. Ability to work independently with minimal supervision. Ability to handle complex and confidential information with discretion. Competency using a variety of computer software.
Appropriate communication skills required. Ability to work independently with minimal supervision. Ability to handle complex and confidential information with discretion. Competency using a variety of computer software.
EQUAL OPPORTUNITY EMPLOYER: 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, or any other characteristic protected by law.
About Harvard University School of Dental Medicine
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.