Dean's Office Administrator

Company Description

By working at Harvard University, you join a vibrant community that advances Harvard's world-changing mission in meaningful ways, inspires innovation and collaboration, and builds skills and expertise. We are dedicated to creating a diverse and welcoming environment where everyone can thrive.

Why join the Harvard Graduate School of Education?

The Harvard Graduate School of Education (HGSE) is a diverse community of learners, teachers, and employees who are passionate about changing the world through education and striving for maximum impact in the field of education.

Many choose to work at the Harvard Graduate School of Education because they believe in our mission and are excited by our vision for the future. We have a reputation as a great place to work, for our excellent leadership, and we are a strong community that values diversity. For more information about HGSE, its programs, research, and faculty, please visit:(Use the "Apply for this Job" box below)..

Office Administration

• Provide a strong, positive front-desk presence for all visitors and teammates.
• Administer day-to-day operations for the Dean’s Office, including ensuring supplies, materials, signage and other operational needs are met.
• Oversee Dean’s Office budget related to supplies, swag, gifts, and event expenses, keeping Executive Assistant informed of general expenditure patterns.
• Administer and coordinate financial processes for the dean’s office including reconciling the Deans’ and Dean’s Offices expenses, processing reimbursements in an accurate and timely manner, and tracking any outstanding expenses or reimbursements.
• Oversee and organize the office calendar, including understanding and communicating vacation schedules, managing coverage of work, etc.
• Maintain inventory of all office supplies, collateral, and gifts/swag (including sympathy gifts, student gifts, community celebration items, etc.), ordering replenishments as needed with attention to overall cost and budgeting.
• Maintain accurate and organized files for the office, updating documents as needed.

Communications and Gifts

• Serve as the first point of contact for Dean’s Office, greeting visitors and ensuring the guest experience in the office waiting area is welcoming.
• Monitor, categorize, and triage messages in the  email account, escalating as appropriate.
• Respond to all incoming contacts (phone calls, voicemail, emails) in a timely and highly professional manner using utmost tact and discretion.
• Prepare and assist Executive Assistant with office correspondence as needed.
• Open, sort, and direct Dean’s Office incoming mail.
• Oversee the HGSE holiday greeting card design, production and mailing process in collaboration with the Executive Assistant as well as the Development and Communications & Engagement teams.
• Work closely with other HGSE Offices to learn of important milestones (new babies, life events, illness, passings, etc.) so personalized communication can be sent by the Dean.
• Send flowers and gifts on behalf of the Dean’s Office.

Events and Community Engagement

• Support Dean's Office recurring events (e.g., faculty and staff meetings) and special events (e.g., 'pop ups' and community socials), including drafting invitations and reminders, managing all event logistics, overseeing RSVPs, and preparing materials.
• Plan and execute the Dean’s Office holiday party, including exploring and securing a venue; proposing options to the Dean and the Executive Assistant; drafting invitations and reminders; researching managing all event logistics; overseeing RSVPs and meal orders; and managing personalized holiday greeting card from the Dean.
• Serve as the Dean’s Office liaison for major events.

Dean’s Office Team Support

• Oversee and manage the calendars for HGSE’s Executive Dean, Academic Dean, and Chief of Staff, assisting with scheduling meetings with faculty, staff, students, donors, and other constituents for other Dean’s Office team members.
• Coordinate travel arrangements as needed, including preparing itineraries and related travel documents, assessing different options for cost, convenience, and travelers’ preferences.
• Staff meetings as requested…