Staff Assistant, Collections Management

Harvard University-posted about 1 year ago

Full-time • Entry Level

Cambridge, MA

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The Harvard Art Museums is seeking a Staff Assistant for the Collections Management Division, primarily to assist the Department of Registration. This role involves providing comprehensive administrative, clerical, financial, and technical support to the Registrars, while also managing special projects as assigned. The Staff Assistant will play a crucial role in supporting the museum's extensive collection, which includes over 255,000 objects, and will interact with various stakeholders including staff, faculty, students, and visitors.

Gathers, organizes, and processes data for entry into The Museum System (TMS).
Supports collection loan requests, exhibition management, acquisitions, and other collection-related projects.
Works with the Collections Management Coordinator and other staff to provide administrative support for divisional projects.
Coordinates, manages, and supports a complex calendar of department activities.
Serves as the primary contact for in-person and online scheduling of visitor appointments.
Builds and sustains productive working relationships with individuals within the museums and the Harvard community.
Communicates in a timely, professional, and collegial manner to maintain positive relationships with all constituents.
Answers and refers incoming phone calls and general email inquiries, and prepares correspondence and reports.
Verifies and processes financial transactions and business forms in compliance with university standards.
Tracks budgets and provides updates to the Director of Collections Management.
Coordinates meetings, takes and distributes meeting notes, and creates documents and reports.
Provides information regarding department policies and procedures in conjunction with Harvard Art Museums administrative offices.

Three or more years of related experience.
Demonstrated office administration and customer service skills.
Strong computer skills and ability to learn new programs.
Excellent written and verbal communication skills.
Ability to handle confidential or sensitive information with discretion.
Self-motivated and able to work independently and as a team member.

Bachelor's degree preferred.
Experience with MS Office Suite preferred.
Familiarity with The Museum System (TMS) and Basecamp preferred.
Demonstrated excellent customer service and problem-solving orientation.
Flexibility and adaptability are essential.

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).
Up to 12 weeks of paid leave for new parents who are primary caregivers.
Comprehensive medical, dental, and vision benefits.
Disability and life insurance programs.
Child and elder/adult care resources including on-campus childcare centers.
University-funded retirement plan with contributions from 5% to 15% of eligible compensation.
Tuition Assistance Program including $40 per class at the Harvard Extension School.
Tuition Reimbursement Program providing 75% to 90% reimbursement up to $5,250 per calendar year.
Professional Development programs and classes at little or no cost.
Various commuter options including discounted parking and public transportation passes.

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