Job: Program Staff Assistant

The Office for the Arts (OFA) Program Staff Assistant provides administrative support for the Associate Director for Programming and Communications. This position supports logistics for guest artist residencies, programming initiatives with students, and other activities led by the Associate Director. The assistant also provides administrative support as it relates to budget management, processing financial transactions, and management of the Associate Director’s calendar. The OFA is dedicated to building a diverse community of individuals who are committed to contributing to an inclusive environment. Applicants from underrepresented populations are strongly encouraged to apply. During the current period of Covid-19 related restrictions, this position may start as a remote position, with transition to onsite in Cambridge when the office reopens. We continue to monitor the evolving COVID-19 and lifting of restrictions. We appreciate your understanding and flexibility with our interview process. We will be conducting interviews virtually for selected candidates.

POSITION DESCRIPTION

Provides administrative support to Associate Director for Programming and Communications and for the Guest artist program. Responsibilities include:

  • Scheduling onsite and virtual meetings and occasionally taking notes at meetings.
  • Arranging visiting artist travel, accommodations, and onsite expenses such as local travel and catering orders. The position will support approximately 12-14 visiting artists per year. Guest artists are mentoring students in art making. OFA Program Staff Assistant will provide all logistical support to these visiting artists including drafting and updating itineraries of what they will be doing on campus and who they will be meeting with.
  • Responsible for fielding general inquiries from faculty and alumni and channeling appropriately.
  • Submitting reports to OFA admin and finance for honoraria and expense reimbursements, including task-based processing of invoices and ensuring artists are paid appropriately.
  • Use Concur, Buy2Pay, and other financial systems.
  • Responsible for managing mailings and deliveries as needed.
  • Provides event support including assisting on pre-event and post-event set up for both school and campus-wide events (such as arranging flyers and OFA swag onsite)
  • Distributes posters and other communications assets on campus.
  • Archiving – responsible for ensuring that all material used/created during the guest artists’ time at Harvard is appropriately archived and maintained. Materials may need to be prepared to be sent to archives. May need to research if clips from material in the office are needed.

BASIC QUALIFICATIONS

Minimum 2-3 years assisting with administrative and financial support.

ADDITIONAL QUALIFICATIONS AND SKILLS

BA/BS preferred. Systems knowledge of Microsoft Suite, Google Docs, Excel; Zoom; ability to prepare financial reports; strong organizational and interpersonal skills. Arts experience is helpful.

PHYSICAL REQUIREMENTS

May require standing, lifting, sitting for long periods, and transporting up to 20 pounds of branded materials in a cart to various sites.

WORKING CONDITIONS

Position is anchored at the OFA main office in Cambridge, MA, but occasionally works with Associate Director at other locations, including outdoor ones, on campus. You are welcomed to visit the FAS & Office of Student Services Culture Page.

ADDITIONAL INFORMATION

COVID Vaccine Policy: The University requires all Harvard community members to be fully vaccinated (primary series) against COVID-19, as detailed in Harvard’s Vaccine & Booster Information. Individuals may claim exemption from the vaccine requirement for medical or religious reasons. More information regarding the University’s COVID vaccination requirement, exemptions, and verification of vaccination status may be ound at the University’s “COVID-19 Vaccine Information” webpage: http://www.harvard.edu/coronavirus/covid-19-vaccine-information/.

SCHEDULE

Position is part-time at 17.5 hours per week. Anticipated schedule is a minimum 4 workdays per week. Salary range: $27,500-$33,000.

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.

Learn More

Image Credit: Office for the Arts at Harvard