Staff Assistant III

The Staff Assistant III serves as the receptionist for the busy Graduate School of Arts and Sciences (GSAS) Student Center at Lehman Hall and is the first point of contact for all general inquiries. The Staff Assistant III stays current on all GSAS Student Center programs on the GSAS Engage website, GSAS website, and events to provide excellent customer service to the GSAS community. This position also cross-trains with the Smith Campus Center GSAS Receptionist position and reports directly to the Executive Director of the GSAS Student Center.

Administrative Support:

• Provides administrative support including answering phones, responding to emails, sorting mail, managing office supplies, distributing keys, and assisting with lockouts.
• Creates, updates, and maintains all Front Desk documentation. Helps process Annual student group renewal forms and compiles information for the GSAS Student Center Annual Report.

EMS Roombook Management:

• With guidance from the Senior Program Coordinator, daily management, approvals, and communication around reservation requests for Lehman Hall.
• Coordinates with custodial services for room set-ups, provides weekly event summaries to Center Team, Securitas, and Custodial Services.

Visitor/ Guest Services:

• Welcomes and provides information to visitors at Lehman Hall, assists with wayfinding and directing people to rooms and events, distributes tickets and supports pickup/collection programs, as well as guiding students and visitors to the GSAS administrative offices in Lehman Hall and at Smith Campus Center.

Communications Support:

• Oversees the Center social media accounts, by building posts for upcoming events and social media campaigns, Set-up and breakdown Engage table tents in the dining hall, and updates bulletin boards.
• Create and update the Lobby TV digital screen slides with Center updates.

Processes Financial Transactions:

• With guidance from the other Senior Program Coordinator assists with processing payments in Buy2Pay for the GSAS Student Council conference grants, summer research funds, and student group support.

Working with Student Staff:

• Trains GSAS Student Center Graduate Assistants and Interns on front desk coverage and project support.

Event Support:

• Assists in large annual GSAS events including GSAS Welcomes, Admitted Students Events, and Commencement.

Minimum two years’ experience in high volume customer service area with diverse populations.

• Bachelor’s degree preferred
• Punctuality and reliability are essential
• Demonstrated excellent oral and written communication skills and the ability to respond to a variety of constituents in a highly professional manner
• Prior office and customer service experience, including phone support, preferably in a university environment
• Strong organizational skills and ability to handle details with accuracy in a fast-paced setting
• Self-motivated and ability to work independently as well as part of a team
• Ability to handle confidential information with discretion
• Understanding of Microsoft Office (Excel, Word, PowerPoint, etc.), Google Suite (Forms, Docs, Sheets, ect.)
• An interest in working in an academic environment or higher education is a plus.
• Comfortable working in the diverse and multicultural environment of Harvard University.