Job details
Job type part-time
Full job description
Job summary
Reporting to the ed portal manager, the ed portal receptionist supports the harvard ed portal front desk and serves as a member of the operations team, working to ensure the harvard ed portal (hep) is operating smoothly, lending support and/or providing coverage to members of the team as needed.
The harvard ed portal is part of harvard university`s cooperation agreement with the city of bostonThe ed portal provides access for all allston-brighton residents to harvard’s educational resources, mentoring, training, health and wellness programs, arts and cultural programs, as well as gallery and exhibit spaceThe ed portal is the center of community engagement between the university and the city of boston, offering programs on-site, scholarships, and virtual and on-campus opportunities for allston-brighton residents.
The receptionist is the `face of the ed portal` and is responsible as the first line of response for all visitors to the ed portalThey are also responsible for the oversight of the scheduling the use of the education portal along with enforcement of ed portal policies; facilities management; supply ordering and stocking, occasional program support, and occasionally overseeing volunteers and temporary employees.
Please note: during the current period of covid-19 related restrictions, this position may start as a remote position, with the transition to on-site in allston when the office reopensWe continue to monitor the covid-19 pandemic and the evolving public health guidanceInterviews for this position may be virtual or in-person, depending on current public health guidance.
Job-specific responsibilities
The receptionist performs a wide range of complex and sometimes confidential administrative and clerical duties to support programs, events, and scheduling at the harvard ed portalThe receptionist also provides general support to the harvard ed portal including but not limited to answering phones, directing calls, answering questions, maintaining office calendars, supply ordering, corresponding by email, scheduling meetings, photocopying, faxing, filing and updating databases.
The receptionist communicates with and provides services to a wide range of internal and external constituents related to the facility, outreach, community programs and related activitiesThey also anticipate and resolve problemsThe receptionist needs to be able to stay up to date on all programs in the ed portal in order to answer questions and support visitors(50%)
The receptionist will also provide event support for the programs occurring in the harvard ed portal including arranging parking, food, space, equipment, furnishings (i.eTables, chairs) and other event logistics, as necessaryIt is anticipated that the hep will continue to offer virtual programs; the receptionist will be expected to moderate/oversee these virtual programs on zoom on occasionWe will provide training and support for the oversight of virtual programs(10%)
The receptionist is responsible for administering memberships to the ed portalThis includes signing up community members for membership, updating the membership database, sending monthly renewals, and updating the database as neededAdditionally, they need to have a high level of attention to detail, excellent proofreading skills, the capability to work with and learn database systems and troubleshoot technical problems at a basic level and perform other duties as required(10%)
The receptionist is responsible for managing the physical space and all associated functions and contracts associated with cleaning and building facility needsThey are the primary point of contact with harvard real estate services in scheduling and maintaining the facilityThe receptionist relays information, prioritizes projects based on scheduling and ensures the facility is maintained, repaired and clean(10%)
The receptionist is also the primary person managing the supply ordering for the ed portalIt is their job to ensure that inventory is kept at appropriate levels, working with the ed portal assistant director to ensure budgets are met(10%)
The receptionist will coordinate with the ed portal communications team to help review the weekly ed portal newsletter, post marketing material, ensure that the digital screens are updated, and review the ed portal website(5%)
This person will liaise with program staff, vendors and contractors that work in the ed portal and provide administrative and operational support as needed(5%)
Basic qualifications
1-3 years of relevant experience
Spanish fluency required
Strong written and verbal communication skills and ability to communicate with a diverse population
Advanced competency in microsoft office applications, particularly outlook, word, excel, and powerpoint, onedrive and google drive/google apps; skills testing may be a component of the interview process for this position.
Prior experience with database systems such as sumac, or the ability to learn such systems
Prior knowledge/ability to learn online event management tools such as eventbrite, and other web-based applications
Ability to pass a cori/sori check.
Highly organized self-starter
This job operates in a professional office environment and requires the ability to use standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machinesPhysical ability to move and lift up to 25lbs(i.eTables, chairs, boxes).
The candidate should have superior organization skills to work on shared job responsibilities
Schedule
September-june: wednesday 12-7, thursday 10-7, friday 10-5
July-august: wednesday 11-5, thursday 9-5, friday 9-5
Work hours may include earlier mornings, later evenings, and weekends on occasion as needed
Additional qualifications and skills
Previous experience in hospitality, restaurant, healthcare, or human services industries desired
Ability to handle complex and confidential information with discretion
Familiarity with portuguese, cantonese, or mandarin helpful
Familiarity with the allston-brighton community helpful
Familiarity with local non-profit organizations focused on k-12 audiences, health and wellness, workforce development, economic development and/or the arts is helpful
The ability to manage competing priorities in an environment with frequent interruptions
Additional information
Applicants should complete an application and submit a resume and cover letter via the harvard careers site.
Recruitment and hiring during covid-19:
This position will be based on our campus in cambridge, maHowever, due to the covid-19 pandemic, this role will begin remotelyThe remote nature of this job is only temporaryOnce the university and the supervisor determine that it is appropriate, we look forward to welcoming the new hire to campusAt that time, the employee will be required to move work location to the cambridge campus as a condition of continued employmentCandidates will be provided a laptop and must have the capability to support telework, including internet connection and phone.
Harvard public affairs and communications is committed to diversity and fostering an inclusive workplaceWe welcome applicants who bring varied experiences, backgrounds, and expertise to advance the work of the department in service to harvard’s mission.
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.
Harvard university benefits package
Vacation/sick/personal/holidays: harvard offers 3 (union roles) - 4 (exempt) weeks paid vacation, a paid holiday break between christmas and new year’s day, 12 paid sick days, 11.5 paid holidays, and 3 paid personal days each year.
Medical/dental/vision benefit: harvard offers a variety of excellent medical, dental, and vision plans which all begin on the first day of employment.
Retirement: university-funded retirement plan with full vesting after 3 years of service.
Tuition assistance program: competitive tuition assistance program, $40 per class at the harvard extension school and discounted study options through participating harvard graduate schools.
Transportation: harvard offers a 50% discounted mbta pass as well as parking options to assist employees in their daily commute to campus.
Wellness options: harvard offers programs and classes at little or no cost, including stress management, massages, nutrition, meditation, and complimentary health servicesThere are also fee-based athletic facility memberships available at various locations around the university for employees.
Job function
General administration
Location
Usa - ma - allston
Job code
403027 staff assistant ii-specialist
Sub-unit
Harvard public affairs and communications
Department
Harvard public affairs and communications - education portal
Time status
Part-time
Salary grade
052
Union
55 - hvd union cler & tech workers
Pre-employment screening
Criminal, education, identity
Schedule
September-june: wednesday 12-7, thursday 10-7, friday 10-5
July-august: wednesday 11-5, thursday 9-5, friday 9-5
Work hours may include earlier mornings, later evenings, and weekends on occasion as needed
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.
