Reporting to and supporting the Managing Director of Professional Education in the department of Professional Education at the Harvard Graduate School of Education, works independently and proactively to plan and carry out a range of complex and confidential administrative and clerical support duties. Anticipates and manages the flow of communication, meetings, priorities, and tasks requiring the time and attention of the leadership of the department. Requires excellent communication skills and well-developed interpersonal skills to coordinate a high volume of activity for the senior manager in an organization currently in the midst of a growth phase as an entrepreneurial, business-oriented unit responsible for engaging more than 10,000 educators around the world every year.
Serves as principal contact and source of information for constituents of the department, including faculty, clients, team members, university stakeholders, and partner organizations. Routes communication to ensure efficient and timely response to the needs and interests of multiple constituencies.
Reviews, assesses, routes, answers, and monitors follow-up action steps on correspondence. Gathers and analyzes information required for administrative reporting.
Manages complex calendars, arranges and coordinates preparation for meetings, appointments, and travel arrangements. Guards and prioritizes Managing Director's time for work that is important as well as that which is urgent, working to ensure an effective balance.
Provides wide ranges of support including composing and editing email and letters, memoranda, reports, meeting materials, presentations, etc.
Supports the Managing Director in developing materials for meetings and presentations and other communication, using multiple technical applications including word processing, spreadsheets, MS SharePoint and Google Docs, CRM and other databases, PowerPoint and other presentation software, electronic calendar, email, and other technical applications. Uses Internet regularly for research and data gathering, may include website maintenance.
Working closely with the Senior Director for Business Operations, develops, implements and administers departmental office systems and procedures as appropriate. Establishes office procedures, policies, and operations with respect to our general office environment. Interprets and communicates policies and processes.
Monitors and manages key financial accounts for the Managing Director, including budgets for key office activities including tracking expenditures and providing reports. May prepare spreadsheets for budgets, grants or contracts, including tracking and maintaining expenditures and reconciling accounts; uses budgeting and other financial management tools. Prepares financial reports using online financial systems, or oversees and directs the work of an associate preparing the reports. May serve as approver for certain financial transactions representing the department.
Contributes to interdepartmental communication and the general functioning of the department unit, accomplishing related duties as required.
Purchases and maintains inventory of general supplies for the office as a whole.
Performs research work and summarizes or synthesizes findings to inform and support executive decision-making and problem-solving.
Creates and maintains filing systems to ensure ready access to management tools and supporting documentation.
Answers and routes phone calls, mail and email messages, and may handle a wide-range information dissemination within and outside the department.
May assist in training, scheduling, and distributing work of students, casuals, or temporary staff. May maintain personnel records. May assist with interviewing for staff assistant positions.
Who We Are A vital part of the HGSE community, Professional Education aspires to provide transformative adult learning experiences by bringing together diverse professionals, connecting them with each other and with HGSE's leading faculty and research, and engaging them in important problems of practice. The department serves more than 9,500 educators around the world each year with a robust portfolio of 90 faculty-led professional learning programs for early childhood, K-12, and higher education leaders, teachers, and practitioners.
What We Believe Our team of professionals and educators is grounded in our core values and driven by HGSE's mission: to prepare leaders in education and to improve student opportunity, achievement, and success. We believe that through exceptional, responsive, and relevant professional education, we can equip and empower educators and institutions around the world to improve their practice in service of their students, schools, and communities. Through transformative adult learning, we elevate student learning.
What We Do At HGSE, we are committed to three strategic priorities: 1) Cultivating Innovators and Leaders, 2) Collaborating on Questions that Matter, and 3) Communicating with the Field. Chaired by HGSE faculty and grounded in the latest research, our Professional Education programs are designed to make a direct impact on the practice of education professionals, the work of schools and institutions, and the lives and learning of students. We offer on-campus, online, and custom programs for:
Early Childhood Educators: The Zaentz Professional Learning Academy is designed to support the learning and development of early education leaders at all levels and in all settings in the mixed-delivery system—those influencing practice and policy from the schoolhouse to the state house.
K-12 Educators: HGSE's K-12 Professional Education programs are crafted for a broad cross section of stakeholders and include portfolios for district and systems-level leaders, current and aspiring school leaders, and teachers and instructional leaders.
Higher Education Professionals: The Harvard Institutes for Higher Education offers a vibrant portfolio of leadership development programs designed for higher education administrators-from directors, department heads, and deans, to vice presidents, provosts, and presidents.
We regret that the Harvard Graduate School of Education does not provide Visa Sponsorship.
Salary Grade: 054
Union: 55 - Hvd Union Cler & Tech Workers
At least 3 years of related experience with proven office administration and customer service skills required. High degree of comfort and experience with related computer software and electronic communications tools. Experience providing complex administrative support in a high-profile, high-pressure environment with tact and diplomacy, respect and care for all levels of staff. Experience managing projects within a budget, with multiple deadlines, and with several stakeholders required. Occasional night and weekend hours at peak times.
If you wish to be considered for this position, please submit a cover letter with your application.
Any applicant wishing to be considered for this position must indicate that they meet all of the basic qualifications in either the cover letter or resume.
The ideal candidate is highly adaptable, and detail-oriented and proactive in scheduling, communication, coordination of meetings, as well as careful in the management of time and tasks. Must have the ability to communicate and coordinate with a wide range of internal and external contacts, including faculty, clients, partners, and team members. Requires knowledge of the University and related policies, procedures, norms, and culture. Role includes the support of two or more executives, and responsibility for general office management as needed. Solid working knowledge of office processes and business communication. Ability to foster collaboration, to work well across teams, and with a variety of projects and constituencies requiring concurrent time, effort, and activity.
College degree preferred, or an equivalent amount of education plus experience in a similar office environment. Excellent writing skills. Strongly positive interpersonal skills and the ability to 'manage up' and to influence without direct authority.
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.
Internal Number: 45777BR
About Harvard University
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.