Harvard University Staff Assistant, DRFD Administration in Cambridge, Massachusetts

46046BRAuto req ID:46046BRJob Code:403033 Staff Assistant III Location:USA - MA - Boston Business Title:Staff Assistant, DRFD AdministrationSub-Unit:------------ Salary Grade:053Time Status:Full-time Union:55 - Hvd Union Cler & Tech Workers Basic Qualifications:

3+ years of administrative experience is required.

Additional Qualifications:

  • Experience in an administrative role that included review and processing of financial transactions preferred.

  • BA/BS preferred.

  • Strong customer service, communication, organizational, and interpersonal skills are required.

  • Attention to detail, accuracy and confidentiality are required.

  • Proficiency with document, spreadsheet, presentation software, calendar, and e-mail software is required.

  • The ability to handle multiple tasks simultaneously, to prioritize tasks, to complete work thoroughly and under strict deadlines, to work independently and as part of team, to work with a variety of customers, and to handle a high volume of work is required.

  • Experience working with Concur expense system preferred.

  • Experience working with Access and other databases preferred.

Additional Information:

Cover Letter is Required.

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Department:DRFDPre-Employment Screening:Identity Schedule:M-F 9-5Job Function:General Administration Duties & Responsibilities:

Position Summary: The Staff Assistant, DRFD Administration is one of two front line customer facing administrative positions for DRFD Administration and the Business Operations unit. The position contributes to the overall management of the HBS faculty research budget by reviewing faculty budget expense requests prior to transmission to the HBS Financial Office. The Staff Assistant interfaces with faculty support specialists, faculty, members of the HBS Financial Office and other HBS staff. The Staff Assistant will acquire detailed knowledge of DRFD, HBS and University financial and expense policies. Critical factors for success include an exceptional customer service orientation, a high degree of professionalism, attention to detail and high standards for accuracy, sound judgment, strong organizational skills, basic knowledge of and experience using technology commonly used in financial management, a strong team orientation, and the ability to be flexible in a constantly changing environment.

Duties and Responsibilities:

Financial Support: Reporting to the Senior Director, Business Operations, the Staff Assistant serves as a key customer service point of contact and source of information relative to the review and processing of faculty research budget and administrative expenses for DRFD.

These responsibilities include:

  • Reviewing and processing research-related expense reimbursement requests (primarily in the Concur online expense system but also to a lesser extent on paper forms), departmental and faculty research invoices, travel vouchers, subject payment reimbursements, and a variety of other instruments, ensuring that all are properly coded, conform to DRFD, HBS, and HU policy, and have required documentation.

  • Serving as a primary information source for the DRFD with faculty support specialists, faculty, and other administrative staff by answering questions, maintaining policy documents, and tracking policy exceptions.

  • Ensuring, in conjunction with other Business Operations personnel, office-hours customer service coverage for phone, email, and walk-in contact.

  • Gaining recognition as a subject-matter expert in DRFD, HBS and HU expense policy, and providing training to staff particularly on DRFD research-related expense policy.

  • Engaging with the broader Business Operations team in problem solving, dispute resolution, and continuous process improvement.

  • Maintaining, updating, and generating various financial reports as requested.

  • Other financial support as required.

Administrative Support: As the administrative support for DRFD Administration and the Business Operations team, the Staff Assistant’s primary responsibilities in this area include:

  • Supporting the work of the Senior Director, Business Operations and the Director, Business Operations by performing routine office duties as required. Assisting in scheduling internal and external meetings, organizing and managing records, and keeping select databases up-to-date.

  • For the Managing Director, DRFD, actively managing calendar and scheduling all meetings, developing and maintaining electronic and paper filing systems, assisting with processing and tracking expense reports, helping prepare presentations, documentation, correspondence, and reports.

  • Assisting with general office administration responsibilities such as coordination with facilities for building maintenance and ordering supplies. Assisting with visitors, coordinating building-specific communications, working on special projects as needed, and performing routine office duties (telephone, filing, supplies, etc.).

  • Other administrative support as required.

School/Unit:Harvard Business School 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.