School/Unit: Harvard Library
Duties & Responsibilities
Reporting to the Carl H. Pforzheimer University Professor, University Librarian, the Administrative Assistant independently performs a wide range of complex and confidential administrative and clerical duties in support of research, outreach, and teaching activities for an active senior faculty member of the Harvard Library. Serve as the first contact for the office and interface between the Sr. Professor, Harvard Library and internal and external audiences. Provides support for miscellaneous projects for the Harvard Library. Success attributes include strong analytical capabilities, a drive towards excellence, abundant curiosity, accountability for results, a bent towards teamwork, and strong interpersonal and communication skills.
Specific responsibilities include:
- Triage a high volume of demands placed on the Senior Professor's schedule and employ significant independent judgment in identifying and resolving potential conflicts
- Makes complex travel arrangements
- Efficiently manage correspondence via mail, e-mail, and phone -Develop, implement, and maintain effective office systems; identify opportunities to update and/or improve the systems and technology as needed and appropriate
- Serves as the first contact for the office and interfaces between the Sr. Professor, Harvard Library, Faculty Advisory Council and internal and external audiences; assists in planning meetings and events
- Instrumental in ad hoc projects; may also perform Internet and library research
- Financial management of the office including approval of bills for payment, completion of necessary paperwork for expense reporting, tracking of financial details, and running related reports
- As an active member of the Harvard Library Admin Team, will "pitch-in" by providing general office management support and other job related duties as requested
- May coordinate or supervise temporary employees
- Bachelors degree or equivalent and a minimum of 3-5 years related experience in positions with progressively increasing levels of responsibility and independence in a visible, senior administrative role providing high-level support to senior level staff. Proficient working knowledge of Microsoft Office.
- Record of developing and implementing new ideas in a complex, knowledge-creating organization
- Experience in higher education or similar environment preferred, with prover administrative skills and interest in Libraries
- Ability to manage multiple issues with a capacity to prioritize responsibilities, handle interruptions, and manage to deadlines
- Strong interpersonal and written communication, high degree of diplomacy, customer service and organizational skills required
- Uses discretion managing confidential information
- Demonstrates commitment to continuous improvement; able to identify innovative solutions to improve or increase effectiveness and efficiency
- Careful attention to detail and accuracy
- Technologically savvy; quick learner of new systems and technology, familiarity with Harvard and its systems a plus
- The successful candidate must have a strong work ethic, proactive and independent approach to work as well as a team player with a strong sense of ownership needed and eagerness to work flexibly and collegially with others
The Harvard Library
Setting a fresh course for the future of the Harvard Library, the University seeks to build a flagship research library that is positioned to excel in the rapidly evolving 21st century information environment. The recommendation following an extensive 18-month library review was that Harvard restructure the organization, governance, and funding structures of the University library system to better serve the changing needs of the University. The Harvard Library will drive excellence and innovation in teaching, learning and scholarship by attracting and developing a community of talented professionals who actively shape the development and cultivation of knowledge and pedagogy at Harvard and within the broader scholarship community. The new Harvard Library structure will:
- Maximize strategic capacity in the library system as a whole
- Harmonize management and library business processes
- Facilitate enhancements in collections and services
- Create a culture of continuous improvement and innovation in library operations and management
- Preserve appropriate local autonomy in collecting priorities and patron service levels
- Enhance accountability of the libraries to the Deans and the University
Founded in 1636, Harvard University is preeminent among the world's research universities. Harvard has grown from nine students with a single master to an enrollment of more than 6,600 undergraduate students, over 14,000 graduate students, and an additional 2,000 part-time students. Over 16,000 people work at Harvard, including approximately 2,100 faculty members. An additional 10,000 individuals have faculty appointments in Harvard-affiliated teaching hospitals.
Designated a university in 1780, Harvard includes 12 colleges and schools. The Faculty of Arts and Sciences-comprising Harvard College, the School for Engineering and Applied Science, the Graduate School of Arts and Sciences, and the Division of Continuing Education-is the oldest and largest of the Harvard faculties. The University's world-renowned graduate and professional schools include Harvard Business School, Harvard Divinity School, Harvard Graduate School of Design, Harvard Graduate School of Education, Harvard Law School, Harvard Medical School (including the School of Dental Medicine), the Harvard School of Public Health, the Kennedy School of Government and the Radcliffe Institute for Advanced Study.
In the course of 375 years, Harvard's Library has grown from a single collection of 400 volumes to a 73-unit library system whose holdings include nearly 17 million volumes, more than 21 million digital files, 10 million microforms, 8 million photographs, an estimated 400 million manuscript items.
For additional information visit the Harvard Library Transition web site http://harvard.edu/librarytransition