Institution: Harvard University
Location: Cambridge, MA
Posted: 11/09/2012
Type: Full Time
School/Unit: Harvard College Library
Education: Bachelor’s preferred

Duties & Responsibilities
Responsible for all 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.

TYPICAL DUTIES AND RESPONSIBILITIES: include the following. Other duties may be assigned.

• Provide administrative support to the Librarian of the Harvard-Yenching Library; handle confidential correspondence; edit reports and speeches; draft and edit committee meeting minutes.
• Advise Librarian and staff regarding personnel policies and procedures; serve as liaison with Human Resource Services Department; oversee time entry/approval for students and staff.
• Coordinate projects in conjunction with the Harvard College Library (HCL) and the Faculty of Arts and Sciences (FAS), including office renovations, facility maintenance.
  Oversee Library security system.
• Provide support for Library’s visiting librarian exchange programs; process visiting scholar information in eScholar; serve as liaison with Harvard Internationa! 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.
• Assist in budget preparation; monitor funds; process reimbursements and payments; gather and analyze information required for financial reporting; resolve discrepancies; serve as liaison with Financial Services Department.
• Coordinate Library’s Travel Grant Program; maintain application database; process payments.
• Process office and library supply purchases through iProcurement and furniture/equipment purchases with HCL and FAS.
• Coordinate library mailings, including large book shipments; maintain postage meter.

Basic Qualifications

• 5 years of high level administrative or office management experience with increasing responsibility required.
• Proficiency with Microsoft Word, Excel, PowerPoint, and Outlook.

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.
• An in-depth knowledge of financial and personnel administration, and the ability to network with multiple university units.
• Knowledge of East Asia and its culture is also helpful.
• Must be able to lift 10-20 pounds.
• Frequent use of computer keyboard.
• This position works primarily in an office setting.

For full details and to apply, see posting on HigherEdJobs.com.