05-Dec-2022

Faculty of Arts and Sciences

60520BR

Job Summary

The Department of Physics at Harvard is large and diverse in its research interests. With 10 Nobel Prize winners to its credit, the distinguished faculty of today engages in teaching and research that spans the discipline and defines its borders, and as a result Harvard is consistently one of the top-ranked physics departments in the nation.

The Department's greatest resources are the people that fill its classrooms, labs, and offices, as well as state-of-the-art facilities. For undergraduate concentrators, graduate students, and postdoctoral researchers, Harvard features a complete range of opportunities to engage in world-class physics from theoretical to experimental.

Research in the Department seeks to explore and explain fundamental questions that range from understanding the origin of the universe, including string theory, cosmology, and astrophysics, to understanding the visible world of colloids and the world on an ever-diminishing scale, from the mesoscale to the nanoscale, condensed matter, and atomic, molecular and particle physics.

With more than 40 affiliated faculty members, 34 staff, 150 undergraduates, 250 graduate students, and 120 postdoctoral fellows, the Physics Department has a lively intellectual environment, and emphasis is placed on teaching and preparing students to be at the forefront of the next generation of physicists.

The Department of Physics Office Administrator reports to the Associate Director of Administration and serves as a first point of contact for visitors, students, faculty, and staff. The position responds to general phone calls, emails and walk-in inquiries, and routes to appropriate staff as necessary.

Duties vary widely and cross administrative, finance, and academic areas within the department.

Position Description

The Office Administrator will report to the Associate Director of Administration.  

Duties include:

• Answers incoming calls for the department, greets walk-in traffic as the initial point of contact and serves as information resource for all populations.
• Disseminates accurate and timely information on a myriad of inquiries, staying current on all Departmental and University policies, processes, and messaging as they evolve.
• Creates and maintains office systems, workflow, and procedures. Serves as point person for general department information and will triage as needed.
• Works with Associate Director on building and office access, including key card access, key distribution, and visitor access and will organize and maintain departmental common areas as needed. Annually audits access lists and makes changes accordingly.
• Orders and maintains office supply and coffee/tea inventory.
• Serve as primary liaison with HUIT regarding department’s technology and phone needs. Responsible for the oversight and making sure all service calls for proper maintenance of office equipment occurs as needed (copier/fax) and department loaner equipment (laptops, cameras, projector).  Oversees the computer refresh program.
• Partners with Finance Associates in administering petty cash and ad hoc employee and non-employee reimbursements.
• Manages departmental purchases and processes invoices for payment. Reconciles budgets.
• Handles travel reservations and itineraries, meetings schedule and office assignment, reimbursements, and honoraria for weekly colloquium speaker series, in addition to event publicity, communications, set up/arrange AV support, and manage lecture recordings (YouTube posting and access). Manages lecture recordings (YouTube posting and access).
• Coordinates and supports a variety of department-wide events and/or meetings, including annual holiday party, graduate student Open House and Orientation, department BBQ, poster sessions, weekly colloquia tea, and faculty lunches, among others.  
• Provides back-up administrative support for peer administrator pool and chair's administrative coordinator.
• Provides administrative support to emeritus faculty.
• Maintains and updates department website and other relevant platforms.
• Assists Co-Director of Graduate Studies with scheduling and annual advising meetings; provides administrative support for the teaching practicum course for approximately 10 weeks.
• Hires and manages student workers. Approves student time.
• Other duties as required.

Basic Qualifications

• Three or more years of administrative experience in an academic, or research environment or laboratory or other complex office environment. A combination of education and experience may be considered.

Additional Qualifications and Skills

• Administrative experience in a customer service or operations-oriented office desirable.
• Self-starter with experience in taking ownership of various projects and tasks.
• Proven ability to work independently and collaboratively as part of a team. Event and meeting coordination experience.
• Must be able to always maintain a friendly and welcoming reception area.
• Must have excellent communication and interpersonal skills and have the ability to resolve with sensitivity and accuracy, a wide range of issues from inquiring students, parents, and other entities.
• Ability to research and resolve issues quickly and utilize problem-solving skills on a consistent basis.
• Ability to prioritize work and handle confidential material.
• Excellent organizational and interpersonal skills, and ability to prioritize work and delivery timely task completion with competing deadlines and frequent interruptions in an active office.
• Must have the ability to work in fast past paced environment with minimal supervision.
• Excellent computer skills as well as willingness to learn new applications. High degree of proficiency with entire Microsoft Office Suite to include Outlook, OneNote, Excel, Adobe products, and Google Suite.

Physical Requirements

Physical Demands: Walking, standing, sitting, and manual dexterity. Frequent bending, lifting, carrying, (up to 30 lbs) handling, and reaching. Occasional push/pulling, squatting, and climbing.

Working Conditions

This position does not offer hybrid remote/in person work flexibility. There is an expectation that employees be able to work in person in Cambridge, MA. 

The University requires all Harvard community members to be fully vaccinated (primary series) against COVID, as detailed in Harvard’s Vaccine & Booster  Information . Individuals may claim exemption from the vaccine requirement for medical or religious reasons. More information regarding the University’s COVID vaccination requirement, exemptions, and verification of vaccination status may be found at the University’s “COVID-19 Vaccine Information” webpage: http://www.harvard.edu/coronavirus/covid-19-vaccine-information/ . 

Additional Information

All formal offers will be made by FAS Human Resources

Job Function

General Administration

Location

USA - MA - Cambridge

Job Code

403033 Staff Assistant III

Union

55 - Hvd Union Cler & Tech Workers

Pre-Employment Screening

Credit, Criminal, Identity

Schedule

35 hours per week

Commitment to Equity, Diversity, Inclusion, and Belonging

Harvard University views equity, diversity, inclusion, and belonging as the pathway to achieving inclusive excellence and fostering a campus culture where everyone can thrive. We strive to create a community that draws upon the widest possible pool of talent to unify excellence and diversity while fully embracing individuals from varied backgrounds, cultures, races, identities, life experiences, perspectives, beliefs, and values.

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.