12 days old

Staff Assistant III, Undergraduate Office

Harvard University
Cambridge, MA 02138
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Job Summary

Reporting to the Associate Director of Undergraduate Studies (ADUS), the Staff Assistant assists with the day-to-day functions of the Undergraduate Office in the Department of Psychology. The Undergraduate Office is responsible for advising close to 300 concentrators and over 100 secondary field students, as well as freshman and sophomore pre-concentrators and students from other concentrations with interests in psychology.

Job-Specific Responsibilities

There are three main duties: (1) to serve as the first point of contact with students, faculty, and staff and organize day-to-day office communications; (2) to manage student records and data with a high level of accuracy; and (3) to provide administrative support for office and academic operations. Specific tasks include:
  • Fields front-line inquiries via e-mail, phone, and office walk-ins related to Psychology concentrators' academic advising needs.
  • Answers basic questions about courses and Department and University policies and procedures.
  • Assists with event planning, execution, organizing student volunteers.
  • Assists in the administration of courses overseen by the Undergraduate Office, including assigning students to sections, tracking students' progress, collecting written assignments, coordinating with faculty to collect and enter grades, etc.
  • Assists with tracking student progress through the concentration, entering data, and preparing reports.
  • Manages Undergraduate Office website, including continually updating content, performing re-organizations, and adding pages to reflect student requests (e.g., alumni spotlights). Manage listings of undergraduate research opportunities and post-graduate job postings.
  • Manages student record and course record storage and archiving for both hard copy and electronic formats, including preparing materials for transfer, scheduling pickups, scheduling retrievals, and tracking archived records.
  • Scouts content for & composes weekly newsletter for all concentrators.
  • Designs and creates forms, posters, web graphics, handouts, and swag. Handles inventory and purchasing of office materials.
  • Coordinates with faculty to schedule course offerings for the Department.
  • Performs general office tasks, including copying, filing, and sending memos.
  • Maintains the office calendar, schedules rooms, and schedules appointments for other staff.
  • Other duties as assigned.

Basic Qualifications

Business training beyond high school or college background.

Additional Qualifications and Skills

BA/BS plus 3 or more years of related experience preferred. Education beyond high school may count toward experience. Successful candidates will have strong organization skills with particular focus on ability to multitask and attention to detail. Ability to set priorities, work independently and as part of a team, exercise good judgment and refer problems to colleagues when necessary, respond to shifting deadlines, and take initiative. Experience with, or comfort learning, new software including MS Word, Excel, Google Docs, Adobe Acrobat, web-editing platforms (e.g., OpenScholar), database software (e.g., FileMaker Pro), and design programs for creating web graphics and handouts (e.g., Adobe Photoshop and Illustrator). Ability to handle complex and confidential information with discretion. Excellent interpersonal skills required for communication in a professional manner with students, faculty, members of university at all levels of management, and outside community members.

Additional Information

The Department of Psychology sits within the Division of Social Science, which is strongly committed to creating and supporting a diverse workforce. Respect and fairness, kindness and collegiality, and trust and transparency are among the values we espouse and promote in our workplace culture. We work hard to ensure a healthy, inclusive and positive environment where everyone does their best work in support of Harvard's mission. For more information, please see our departmental Diversity Statement.

We regret that we are unable to offer visa sponsorship for this position.

Work location is Cambridge, MA.


Posted: 2022-01-10 Expires: 2022-02-11

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Staff Assistant III, Undergraduate Office

Harvard University
Cambridge, MA 02138

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