Ed Portal Staff Assistant, Member Support And Operations Part-Time,Pm

Basic Qualifications

• 1 or more years of relevant experience.

• 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.

• This job operates in a professional office environment and requires the ability to use standard office equipment such as computers, phones, photocopiers, and filing cabinets.

• Physical ability to move and lift up to 25lbs. (i.e. tables, chairs, boxes).

• Ability to pass a CORI/SORI check.

• Work hours may include earlier mornings, later evenings and weekends on occasion as needed.

Position Description

• Performs a wide range of complex and sometimes confidential administrative and clerical duties to support programs, events, and scheduling at the Harvard Ed Portal. The Staff Assistant also provides general support to the Harvard Ed Portal including but not limited to: answering phones, directing calls, answering questions, maintaining office calendars, corresponding by email, scheduling meetings, photocopying, filing and updating databases.

• Communicates with and provides services to a wide range of internal and external constituents related to the facility, outreach, community programs, and related activities. Anticipate and resolve problems with the ability to stay up to date on all programs in the Ed Portal to answer questions and support visitors.

• Responsible for issuing Ed Portal Memberships to the community members. This includes signing up community members for membership, updating the membership database, sending monthly renewals, and updating the database as needed. Additionally, distributing other membership benefits - museum passes and summer pool access passes.

• Provide event support for the programs occurring in the Harvard Ed Portal including arranging furnishings (i.e. tables, chairs), ordering catering, setting up equipment, arranging parking, and other event logistics, as necessary. Moderate/oversee virtual programs on Zoom on occasion.

• Coordinate the physical space and all associated functions and contracts associated with cleaning and building facility needs.

• Serve as the primary point of contact with Harvard Real Estate Services in scheduling and maintaining the facility when on site. Relay information, prioritize projects based on scheduling, and ensure the facility is maintained, repaired, and cleaned in consultation with the Operations Manager.

• Liaise with program staff, vendors, and contractors that work in the Ed Portal and provide administrative and operational support as needed.

Job Summary

Reporting to the Ed Portal Operations Manager, the Harvard Ed Portal Staff Assistant, Member Support and Operations, supports the Harvard Ed Portal front desk and serves as a member of the operations team, working on-site to ensure the Harvard Ed Portal (HEP, www.edportal.harvard.edu) 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 Boston. The 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 space. The 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 Staff Assistant, Member Support and Operations is the "face of the Ed Portal" and is responsible as the first line of response for all visitors to the Ed Portal. They are also responsible for managing reservations to use the Ed Portal space, along with enforcement of Ed Portal policies; facilities management; occasional program support, and occasionally overseeing volunteers and temporary employees.

The schedule of this position is Monday-Thursday, 2:00 pm-7:00 pm, and Friday, 1:00 pm-5:00 pm September-June with Monday-Thursday hours shifting to 12:00pm-5:00pm July-August.