Job Summary
Provides a wide range of administrative support to the Center including receptionist duties, office administration, event logistics, and academic program assistance. Serves as main public representative of the Center to visitors and the general public and provides general office support for Center faculty, staff, and associates.
Position Description
Responsibilities of this service-oriented role include, but are not limited to,
- Serve as Harvard CMES's public facing representative, answering the main telephone line, handling general inquiries about all aspects of CMES operations via the cmes@fas.harvard.edu main email line and greeting a disparate variety of visitors to the Center at the 'front desk". Fields inquiries from students, the general public, local academics, vendors and the media. Answer inquiries as appropriate and/or escalate to the proper person when needed.
- Serve as CMES's facilities and building manager, and maintains all CMES common spaces and office equipment, including troubleshooting and reporting issues with computers (IT liaison), building access and maintenance, ordering supplies, photocopying and faxing, distributing mail, sending FEDEX, etc. Helps to maintain building and computer inventory for CMES space at 38 Kirkland and 17 Sumner. Serve as Room Scheduler, coordinating and allocating CMES conference room space (rooms 102 and 208). Serve as Phone/TELECOM liaison.
- Provide administrative support to the Center Director and Executive Director, including travel arrangements, word processing, drafting and editing correspondence, meeting organization including scheduling, invitations, reminders and agendas for Steering Committee (4-6x per year) and Staff Meetings (2-3x per month), scheduling appointments, processing expense reports, and maintaining files.
- Process financial transactions related to office administration, maintenance, meeting expenses (typically business meals) and student travel. Maintains budget for CMES office supplies and maintenance, and business meals.
- Student travel coordinator: primary contact for undergraduate and graduate travel grants and programs available through the Center for January Term, Spring Break, and Summer. Serves as CARAT administrator. Work with OIE in advertising travel opportunities. Coordinates travel payments, required pre-departure travel forms, GSS travel orientation for funded students for high and elevated risk countries students travelers. May serve as trip administrative co-leader for in-country short-term JTerm and Summer programs (Turkey, Tunisia). Organizes and conducts post-excursion analysis: surveys and interviews.
- CMES representative on Global Studies Outreach Committee: Member of committee that plans and executes annual summer teacher workshops, comprised mostly of high school teachers and community college professors from around Massachusetts and the United States. Assists with CMES outreach with communications and maintains CMES's web archives and resources for teachers.
- Assist with publications, communications and website, including responsibility for updating teacher resources, graduate student, visiting researcher, and faculty web pages and contact info. Help proof CMES newsletter.
- Support Center activities with an emphasis on Academic programs (AM & PhD) and activities including admissions, recruiting, orientation, conferences, mailings, website, and databases. Assist with alumni outreach. Responsible for annual Affiliates in Research renewals.
- CMES contact for Art and Photo Exhibits (CGIS; CMES, per year) including liaising with artist and CGIS staff, coordinating set-up of show (carpenter, payments, insurance, etc.) arrange and moderate artist public talk and opening "ceremony". Assists with print and online publicity for the event in the Harvard and Boston area community.
- Support Center activities, including special events, student programs, conferences, mailings, website, and databases. Assist in data collection for grants and special projects. Perform other clerical and administrative duties as requested.
Basic Qualifications
Three or more years of related administrative experience.
Additional Qualifications and Skills
College degree preferred, or an equivalent of education plus relevant experience in an office environment.
Strong organizational and communication skills. Ability to manage frequent interruptions, juggle multiple tasks, and manage shifting priorities. Must be comfortable assisting a variety of people. Ability to handle confidential information discreetly and interact with people from diverse cultures in a respectful manner. Knowledge of Microsoft Office applications and familiarity with both PC and Mac platforms. Knowledge of Harvard financial processes and systems helpful but not required.
Background or interest in Middle Eastern Studies advantageous as is K-12 teaching or outreach experience. We strongly welcome and encourage applicants from diverse backgrounds to join our community.
Working Conditions
At times, remote or hybrid-work may be a component of this position.
Additional Information
We regret that we will not be able to provide visa sponsorship for this position.
All formal written offers will be made by FAS Human Resources.
Work Format Details
This is a hybrid position that is based in Massachusetts. Additional details will be discussed during the interview process. All remote work must be performed within one of the Harvard Registered Payroll States, which currently includes Massachusetts, Connecticut, Maine, New Hampshire, Rhode Island, Vermont, Georgia, Illinois, Maryland, New Jersey, New York, Virginia, Washington, and California (CA for exempt positions only). Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment.
About Us
Established in 1954 to support research and teaching on the Middle East, the Center for Middle Eastern Studies core mandate is the pursuit of firsthand knowledge about the Middle East based on literacy in its languages and a deep understanding of its diverse politics, cultures, and histories. CMES's academic community includes over forty faculty, a diverse cohort of more than fifty graduate students, and an annual contingent of twelve to fifteen visiting researchers. The Center reports wholly to the FAS deans and is supported by 7 full-time staff members. In 2017, CMES opened a field office in Tunisia.
Benefits
We invite you to visit Harvard's Total Rewards website (https://hr.harvard.edu/totalrewards) to learn more about our outstanding benefits package, which may include:
- 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.
Job Function
General Administration
Department Office Location
USA - MA - Cambridge
Job Code
403134 Coordinator I
Work Format
Hybrid (partially on-site, partially remote)
Sub-Unit
Social Sciences
Salary Grade
054
Department
Center for Middle Eastern Studies
Union
55 - Hvd Union Cler & Tech Workers
Time Status
Full-time
Pre-Employment Screening
Identity
Schedule
35 hrs per week. M-F - 9AM to 5PM
Commitment to Equity, Diversity, Inclusion, and Belonging
Harvard University views equity, diversity, inclusion, and belonging as the pathway to achieving inclusive excellence and fostering a campus culture where everyone can thrive. We strive to create a community that draws upon the widest possible pool of talent to unify excellence and diversity while fully embracing individuals from varied backgrounds, cultures, races, identities, life experiences, perspectives, beliefs, and values.
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.
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