Job Description
Job Summary
This position is responsible for managing administrative logistics for the Commencement Office and serves as a point of contact and liaison for both internal and external departments or program stakeholders. It requires a proactive individual who can navigate a dynamic environment with shifting priorities, anticipating and resolving issues effectively while ensuring the supervisor is kept up-to-date on project statuses
Duties are divided approximately 75/25 between the Commencement Office and the University Marshal's Office. During the winter and spring, the focus is on projects and schedules for the Commencement Office. In the summer and fall, the priority shifts to special projects and schedules for the Marshal?s Office.
Position Description
Commencement Office - Coordinates a variety of commencement-related duties and special projects, including ticketing, volunteer coordination, digital video production and distribution, general day-to-day office support, correspondence, intern coordination, and communications.
- Serves as principle administrative, logistical, and event-planning support to the Commencement Director, within the Harvard University Commencement Office.
- Manages the stewardship of degree data from all the schools and coordinates with each of the school registrars in the collection and refinement of that data. Prepares the degree information for the Office of the Governing Boards over three-degree review periods annually. Liaises with the diploma production vendor, university-wide, and serves as the main conduit on behalf of the schools.
- Manages a busy front office and functions as an essential resource in fielding questions regarding the University's Commencement Exercises.
- Manages the Commencement Office production assistant and any additional support staff, interns or temporary hires, recruited to support commencement projects.
- Oversees mailing and ticketing processes as well as special guest and faculty invitation distribution and tracking. Interacts with the Harvard community including members of the faculty, University leadership, parents, alumnae/i, staff, students, and the greater public.
- Provides day-to-day office support in processing vendor payments, reimbursements, and other financial responsibilities.
- Coordinates updates for the department web page. Monitors the [email protected] account and fields inquiries.
- Provides administrative support to the Commencement Parts Committee (i.e. orations / student speakers committee) in terms of scheduling, materials collected and disseminated, auditions, coaching, and other special needs related to commencement student speakers.
- Coordinates with the Harvard Alumni Association regarding College Class Day ticketing / programing, Annual Meeting of the Alumni Association, and other commencement related events connected to graduation.
- Performs other Massachusetts Hall job duties as needed. Assists with reception coverage as needed in the summer, autumn, and winter.
Marshal?s Office - Provides backup administrative assistance and calendar management for the University Marshal. Also serves as a backup for the gift program, the [email protected] email account, and assist with special events and visits from dignitaries as needed.
- Support the University Marshal in organizing large-scale, community-wide events. In addition to Commencement, this role involves coordinating major university events such as presidential inaugurations, special guest convocations, and significant milestones like the university's upcoming 400th anniversary, traditionally overseen by the Marshal.
Basic Qualifications
Candidates MUST meet the following basic qualifications to be considered for this role:
- A minimum of 3 years of related experience; education/internships may count toward experience.
- Proficiency with Microsoft Outlook, Word, and PowerPoint; advanced knowledge of Excel.
Additional Qualifications and Skills
- Bachelor?s degree strongly preferred.
- Excellent interpersonal skills.
- Capacity to work within a fast-paced environment.
- Proficiency with Qualtrics/Google forms, and other survey tools desired.
- Demonstrated experience handling complex and highly confidential information.
- Ability to work with culturally diverse faculty, staff, and student populations.
- Excellent written and verbal communication skills and demonstrated customer service orientation.
- Knowledge of Harvard and Harvard databases/systems preferred, including HCOM, SharePoint, Drupal (and other web development platforms), MIDAS, and Concur are very useful. Proficiency with Excel and other software.
- Experience with student records, registrations, etc. strongly preferred.
- Front desk, reception, etc. experience strongly preferred.
- Event experience preferred.
- Ability to work well under pressure and meet multiple deadlines.
- Must be able to handle confidential information and inquiries with utmost discretion.
- Must be organized, detail-oriented, welcoming, and very trustworthy.
- A friendly, proactive, can-do attitude is strongly preferred.
This position offers an excellent opportunity for individuals interested in building a career at Harvard University or within the broader fields of higher education, particularly in event planning, student affairs, alumni relations, or external relations.
Ideal candidates will be those who thrive in a customer-service-focused environment and excel in fast-paced office settings where they effectively manage multiple priorities.
The Commencement Office is traditionally situated in the historic Wadsworth House, located in Harvard Yard.
Additional Information
This position has a 3-month orientation and review period.
Harvard University does not provide visa sponsorship.
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.
Benefits
We invite you to visit Harvard's Total Rewards website ( ) to learn more about our outstanding benefits package, which may include:
- 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.
- 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.
- 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.
- 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.
- Tuition Assistance Program: Competitive program including $40 per class at the Harvard Extension School and reduced tuition through other participating Harvard graduate schools.
- Tuition Reimbursement: Program that provides 75% to 90% reimbursement up to $5,250 per calendar year for eligible courses taken at other accredited institutions.
- Professional Development: Programs and classes at little or no cost, including through the Harvard Center for Workplace Development and LinkedIn Learning.
- 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.
- 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.
Work Format
Hybrid (partially on-site, partially remote)
Commitment to Equity, Diversity, Inclusion, and Belonging Harvard University views equity, 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 this excellence 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.
About Harvard University Administration
Harvard University is devoted to excellence in teaching, learning, and research, and to developing leaders in many disciplines who make a difference globally. The University, which is based in Cambridge and Boston, Massachusetts, has an enrollment of over 20,000 degree candidates, including undergraduate, graduate, and professional students. Harvard has more than 360,000 alumni around the world. The University has twelve degree-granting Schools in addition to the Radcliffe Institute for Advanced Study, offering a truly global education. Established in 1636, Harvard is the oldest institution of higher education in the United States.
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Job Tags
Holiday work, Temporary work, Summer work, Internship, Remote job, Shift work,