Program Assistant Jobs

The Office for Equity, Diversity, Inclusion & Belonging (OEDIB) facilitates the achievement of Harvard’s EDIB goals by supporting strategic planning and execution, monitoring the implementation of the Campus’ strategic diversity agenda, and helping to support the school, units, and central leadership in aligning offices and programs with the University's strategic priorities relative to equity, diversity, inclusion, and belonging. OEDIB guides Harvard’s culture toward inclusive excellence by convening stakeholders, serving as a catalyst for strategic efforts, analyzing University-level progress, optimizing investments, and facilitating University-wide coordination. These efforts, working with stakeholders and partners across the institution, seeks to exponentially grow the impact of EDIB work across Harvard. Visit OEDIB’s website, https://edib.harvard.edu/ for more information.

The Office of Equity, Diversity, Inclusion and Belonging (OEDIB) seeks a strong customer service and administrative support professional to serve as a key member of the team. This position reports to the Senior Director, Administration and Operations. The Program Assistant is the first point of contact for all visitors to the Office of Equity, Diversity, Inclusion and Belonging.

The incumbent will provide overall support for activities related to OEDIB. Responsibilities include, but are not limited to:

• Edit digital documents, flyers, posters, and website as needed.
• Design and distribute office materials, templates, branded items, gifts.
• Assist with OEDIB team financial processing: purchase office supplies, prepare vendor payment requests, prepare team expense reports, and assist with travel arrangements for the OEDIB team.
• Greet all visitors in a welcoming and professional manner.
• Support in-person and virtual activities; assist with catering, vendor arrangements, event and program logistics.
• Answer main office phone, respond to inquiries, take messages, direct incoming calls with efficiency and discretion.
• Capture meeting minutes and distribute notes and action items across constituents.
• Manage the EDIB inbox, triage, file, and respond to general e-mail inquiries.
• Organize team meetings, shared calendar, activities, and retreats.
• Contribute and engage with strategic discussions as an active member of the team.
• Support calendar management for the Associate CDIO and Senior Director Administration and Operations.
• Assess needs of individuals contacting OEDIB and determine the appropriate course of action; research information, provide follow-up, and engage team resources as needed.
• Assist with special projects and research as needed.
• Lead daily office operations, handling projects such as mail, furniture, space, and technology maintenance.
• Foster inclusive and accessible services and events while modeling team values.

Candidates MUST meet the following basic qualifications to be considered for this role:

A minimum of three years of relevant experience; a combination of experience and education will be considered.

Proficiency in Microsoft Office suite. Proficiency in the use of office equipment such as telephones, fax machines, scanners, and photocopiers. Attention to detail and excellent communication skills are essential.

• Proven record of providing strong and effective customer service.
• Ability to manage multiple tasks in a fast-paced environment with flexibility to shift priorities when needed.
• Polished and professional communication skills are essential for this role.
• Ability to research and resolve issues quickly and utilize problem-solving skills on a consistent basis.
• Ideal candidate will possess intercultural sensitivity and have the ability to deal effectively and respectfully with people from different backgrounds, experience levels, and in all types of situations.
• Ability to prioritize work and handle confidential material.
• Demonstrated ability to work successfully under pressure. Experience working in an academic setting is preferred.
• Ability to leverage sound judgement to operate with discretion and tact.

Harvard University supports a hybrid workplace model which will actively support some remote work. Specific days and schedules for on-site work and remote work will be discussed during the interview process. Please note hybrid workers must reside in a state where Harvard is registered to do business (CA, CT, GA, IL, MA, MD, ME, NH, NJ, NY, RI, VA, VT, and WA).
The health of our workforce is a priority for Harvard University. With that in mind, we strongly encourage all employees to be up to date on CDC-recommended vaccines.

• Tuition Assistance Program: Competitive program including $40 per class at the Harvard Extension School and reduced tuition through other participating Harvard graduate schools.
• 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.
• 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.
• 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.
• 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.
• Tuition Reimbursement: Program that provides 75% to 90% reimbursement up to $5,250 per calendar year for eligible courses taken at other accredited institutions.
• 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.
• 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.
• Professional Development: Programs and classes at little or no cost, including through the Harvard Center for Workplace Development and LinkedIn Learning.