Via HigherEdJobs.com

Institution: Harvard University
Location: Cambridge, MA
Type: Full Time
School/Unit: Harvard College Library

Duties & Responsibilities
Responsible for a wide range of complex and confidential administrative functions related to Harvard-Yenching Library and the Librarian’s Office. Serves as principal administrative contact and liaison with Harvard College Library and the Faculty of Arts and Sciences. Responsible for Harvard-Yenching Library day-to-day administrative operations, including the areas of personnel, finance, facilities, and security management. On an as needed basis, this position may provide administrative support to other HCL departments for up to 30% of the time (10.5 hours per week). Please note that this is a one year term appointment starting from the date of hire.

Typical Duties and Responsibilities:
Administrative Support:

Provide administrative support to the Librarian of the Harvard-Yenching Library; handle confidential correspondence; proofread and edit reports and speeches; draft and edit committee meeting minutes; provides office coverage
Coordinate Library’s Travel Grant Program; maintain application database; process payments
Provide support for Library’s visiting librarian exchange programs; process visiting scholar information in eScholar; serve as liaison with Harvard International Office; make travel arrangements; coordinate forums
Oversee administrative files; serve as liaison with University Archives and Records Management Office
Manage preparations for Library-sponsored events; coordinate registration; work with caterers and vendors; ensure proper media setup

Human Resource Services responsibilities:

Advise Librarian and staff regarding personnel policies and procedures and hiring paperwork; serve as liaison with Human Resource Services Department; oversee time entry/approval for students and staff
Review weekly payroll register
Troubleshoot and resolve payroll and absence management discrepancies and answer staff questions about time entry and other HR-related questions

Budget and Financial responsibilities:

Assist in budget preparation; monitor funds in Aleph
Process reimbursements and all corporate credit card payments
Gather and analyze information required for financial reporting; resolve discrepancies; serve as liaison with Financial Services Department
Process library’s office supply and furniture/equipment purchases
Serve as petty cash custodian
Set-up vendors and create invoices for purchases for the Library’s Bibliographic Series
Complete PCard approver/2nd reviewer for 4 staff members

Facilities/Operations responsibilities:

Serve as a point person for building-related issues (including any office renovations), ensuring that all custodial issues are addressed (recycling of furniture/paper, floor cleanings, etc.)
Coordinate Library projects in conjunction with the Faculty of Arts and Sciences (FAS), including office renovations, facility maintenance
Input building work orders
Run monthly telephone reports
Oversee Library security system
Coordinate library mailings, including large book shipments; maintain postage meter and postage payments; monitors FedEx accounts

Basic Qualifications

High School graduate or equivalent education required
5 years of high level administrative support or office management experience with increasing responsibility required
Proficiency with Microsoft Word, Excel, PowerPoint, Outlook required

Additional Qualifications

Bachelor’s degree preferred
Must have strong organizational skills, tact, poise, and mature judgment
Ability to take initiative, handle multiple projects and set priorities and to handle confidential information with discretion.
Strong writing and editing skills preferred
An in-depth knowledge of University financial systems such as CREW, HUBS, Oracle and iProcurement/HCOM strongly preferred
Knowledge of Aleph to access book fund accounts desirable
Knowledge of PRESTO (Physical Resources Expense System Tracking Operations) for building work orders, preferred
Knowledge of TORTE (Telecommunications On-line Reporting/Request Tool for End-Users) for monthly telephone reporting, preferred
Strong knowledge of People Soft, foreign national hiring paperwork (I-9, I-20, Visa authorizations) and general personnel administration, preferred
Must have the ability to network with diverse university units and constituents, and have excellent communication skills
A knowledge of East Asia and its culture is helpful
Ability to lift 10-20 pounds

For more information, please visit: http://www.hcl.harvard.edu/news/index.cfm

Application Information
Contact: Please submit your resume and cover letter on line:
Harvard University
Online App. Form: https://jobs.brassring.com/1033/asp/tg/cim_jobdetail.asp?partnerID=25240&si teID=5341&AReq=24769BR