Position summary: This person works closely with the HKS Community to provide excellent customer service for facilities related concerns and issues. Construction point of contact for headphones, laptops, swing space. They will also be responsible for a variety of administrative functions for the Office of Facilities Management.
Serves as point-of-contact for construction mitigation issues to coordinate headphones, laptops, swing space at off-site locations, and coordinates associated work orders.
Uses the Event Management System and is part of scheduling team.
Helps to coordinate event logistics to ensure seamless events.
Provides administrative support, as needed, during events.
Assists with help desk functions including work order entry into the CMMS system. Pulls keys for key requests.
Provides administrative support to the facilities management team and staff including including but not limited to filing, document preparation and other duties as required.
Coordinates and manages facilities calendar for facilities work in relation to HKS daily operations.
Provides coverage in the Mailroom, as needed. This includes sorting the mail, scanning packages, organizing packages for pick up and delivery, interfacing with customers and external mail services and other duties as required.
Serves as backup during lead mailroom assistants absences.
Uses financial software to reconcile orders and invoices.
Assists with special projects, as needed.
Physical demands and work environment:
Must be able to lift 45 pounds.
Must be able to bend over to pick up dropped envelopes.
Must be able to work in physical space (387sqft, roughly 20X26 in triangular shaped room ).
Must be able to walk and push mail cart around campus and satellite offices.
Must be able to reach 5 inches in order to place mail in mailboxes.
Harvard University requires pre-employment reference and background checks. Harvard University is committed to supporting a healthy, sustainable learning and working environment.
This position is a fully benefits-eligible term appointment ending two years from date of hire, with the possibility of renewal.
Salary Grade: 053
Union: 55 - Hvd Union Cler & Tech Workers
Two years administrative support experience, working in higher education, facilities, or similar environment.
Knowledge of EMS, CMMS, and prior experience processing invoices is a plus.
Excellent written and verbal communication and interpersonal skills are required for supporting staff, fellows, and external stakeholders.
Requires an ability to work without supervision.
Requires skill and good judgment in communicating with staff, fellows, representatives from external organizations, and vendors.
Must possess excellent organizational skills and the ability to prioritize work assignments.
Comprehensive knowledge of Microsoft Office Word, Excel, PowerPoint and Outlook applications.
Ability to successfully manage multiple assignments simultaneously.
Able to work evening hours and/or weekends or holidays as needed.
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.
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. T...he 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.