Reporting to the Director of Administration, the Staff Assistant provides complex administrative support to the Theater, Dance & Media (TDM) undergraduate concentration in the following areas:

General Administration

• Serves as first point of contact for outside inquiries, including prospective and current students, as well as visitors and general inquiries
• Provides general administrative support including answering calls, overseeing the TDM email account, greeting guests, distributing mail, photocopying, scanning, keeping office inventories and ordering supplies (for office and kitchen), etc.
• Maintains the common areas such as the kitchen and supply closet. Maintains files, record-keeping systems, and archives
• Schedules meetings, circulates information, prepares meeting agendas and transcribes meeting notes
• Provides administrative support for faculty searches and appointments, as well as Teaching Assistant and Teaching Fellow appointments
• Perform research tasks as needed.

Programmatic Support

• Working with the Program Coordinator and Artistic Producer, communicates with incoming guests and visitors regarding travel arrangements, accommodations, itineraries, etc.
• Supports administrative duties related to artist talks, master classes, workshops, and other special events (scheduling, room setup, space reservation, etc.)
• Creates and disseminates weekly and monthly program newsletter through Mailchimp
• Publicizes TDM events through TDM website along with campus newsletters and calendars
• Assist in creating and updating promotional materials, including website maintenance, event publicity, invitations, course flyers
• Prepares and maintains TDM calendar of events, administrative filing systems, databases, archives, annual reports
• Provides support to Director of Undergraduate Studies, Program Coordinator, Artistic Producer, Production Manager (and other production staff) as needed.
• Performs related duties as required.

Financial Support

• Process invoices, and reimbursements for payment via Buy2Pay, assisting in vendor setup and troubleshooting
• Provide corporate card expense support and reconciliation assistance for faculty

Three or more years related experience in office setting. Education beyond high school may count toward experience.

BA/BS preferred; experience or interest in the performing arts; excellent communication skills; ability to work independently with minimal supervision; ability to handle complex and confidential information with discretion; competency using a variety of computer software including Microsoft Office 360, Google Suite, knowledge of Harvard systems (Concur, Canvas, Buy2Pay, etc.) is preferred; experience with or willingness to learn image editing and desktop publishing software such as Adobe InDesign, Photoshop, and Illustrator a plus.

Ability to lift 20 lbs; may need to assist with moving furniture in office setting.

Harvard University continues to place the highest priority on the health, safety and wellbeing of its faculty, staff, and students, as well as the wider community. Please note that all new employees will be required to provide confirmation of primary series COVID-19 vaccination upon hire, as detailed on our COVID-19 Vaccine Requirement Webpage. Harvard University Health Services employees and other health care individuals are also required to be up to date on vaccination as described by the CDC. Individuals may claim exemption from the vaccine requirement for medical or religious reasons. Additional information regarding this requirement, exemptions, verification of vaccination status, and other related policies and resources may be found on the University’s COVID-19 Information Website.

Must be able to work a 9-5pm schedule daily, however, the staff assistant may be asked to work evening and weekend hours as needed for event support. Flexibility will be considered. Duties will range from sitting at a desk to moving across performance and curricular venues for event set-up and support.

We strongly encourage you to include a cover letter.

All formal written offers will be made by FAS HR.

• Paid Time Off: 3-4 weeks of accrued vacation time per year (3 weeks for support staff and 4 weeks for administrative/professional staff), 12 accrued sick days per year, 12.5 holidays plus a Winter Recess in December/January, 3 personal days per year (prorated based on date of hire), and up to 12 weeks of paid leave for new parents who are primary care givers.
• Health and Welfare: Comprehensive medical, dental, and vision benefits, disability and life insurance programs, along with voluntary benefits. Most coverage begins as of your start date.
• Work/Life and Wellness: Child and elder/adult care resources including on campus childcare centers, Employee Assistance Program, and wellness programs related to stress management, nutrition, meditation, and more.
• Retirement: University-funded retirement plan with contributions from 5% to 15% of eligible compensation, based on age and earnings with full vesting after 3 years of service.
• Tuition Assistance Program: Competitive program including $40 per class at the Harvard Extension School and reduced tuition through other participating Harvard graduate schools.
• Tuition Reimbursement: Program that provides 75% to 90% reimbursement up to $5,250 per calendar year for eligible courses taken at other accredited institutions.
• Professional Development: Programs and classes at little or no cost, including through the Harvard Center for Workplace Development and LinkedIn Learning.
• Commuting and Transportation: Various commuter options handled through the Parking Office, including discounted parking, half-priced public transportation passes and pre-tax transit passes, biking benefits, and more.
• Harvard Facilities Access, Discounts and Perks: Access to Harvard athletic and fitness facilities, libraries, campus events, credit union, and more, as well as discounts to various types of services (legal, financial, etc.) and cultural and leisure activities throughout metro-Boston.