Staff Assistant, Collections Management

26-Nov-2024

Staff Assistant, Collections Management

Harvard Art Museums

67374BR

Job Summary

The Harvard Art Museums seeks an organized and customer service-oriented Staff Assistant to provide administrative support to the Collections Management Division, primarily assisting the Department of Registration.  Reporting to the Assistant Director for Registration, the Staff Assistant provides the full range of administrative, clerical, financial, data management, and technical support for the Registrars, and assumes special projects as assigned. The Staff Assistant will also provide occasional support to the Assistant Director for Collections. The Harvard Art Museum’s collections are comprised of more than 255,000 objects. In addition to the many that are on view in museums, the collections are widely used by staff, Harvard faculty, students, and visitors for research and study.
 

Position Description

• Gathers, organizes, and processes data for entry into The Museum System (TMS), the museums’ collection database.
• Supports collection loan requests, exhibition management, acquisitions and other collection related projects, as directed.
• Works with Collections Management Coordinator and other staff to provide administrative support for divisional projects. Coordinates, manages, and supports a complex calendar of department activities.
• Works closely with the Assistant Directors for Registration and Collections to support events and collections access requests.  Serves as the primary contact for in-person and online scheduling of visitor appointments. 
• Builds and sustains productive working relationships with a range of individuals within the museums, the Harvard community and external constituents. Communicates in a timely, professional and collegial manner to all constituents within the museum, university, donors, lenders and outside museum collaborators to maintain positive relationships.
• First point of contact and principal source of information about primary areas of responsibility Answers and refers incoming phone calls and general email inquiries, composes, proofreads, and/or prepares correspondence and reports, answers general inquiries, and meets and greets visitors.
• Verifies and processes financial transactions and business forms in compliance with university and Harvard Art Museums standards, policies, and requirements. Tracks budgets and provides updates to Director of Collections Management, as appropriate.
• Coordinates meetings, takes and distributes meeting notes, creates documents and reports, and gathers and analyzes data.
• In conjunction with Harvard Art Museums administrative offices, provides information regarding department policies and procedures.
• Follows through on decisions and provides regular updates and facilitates timely and effective processes.
• Performs other related duties and special projects as required.

Basic Qualifications

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

Three or more years of related experience. Education beyond high school may count toward experience. Demonstrated office administration and customer service skills required.
 

Additional Qualifications and Skills

Bachelor’s degree preferred.  Must have strong computer skills and ability to learn new programs. Experience with MS Office Suite preferred. Familiarity with The Museum System (TMS) and Basecamp preferred.  Excellent written and verbal communication skills.  Must have demonstrated excellent customer service and problem-solving orientation.  Must be self-motivated and able to work independently and as a team member in a work environment of multiple and conflicting priorities. Able to handle confidential or sensitive information with discretion.  Able to take initiative with a variety of projects and constituencies in an active, high-functioning department.  Flexibility and adaptability are essential. 
 

Physical Requirements

This position works in a typical office setting.
 

Additional Information

This is an on-site position. 

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. 
 

Work Format Details

This position is based primarily on-campus, in Massachusetts. This may include in-person during emergency situations (if applicable). Additional details will be discussed during the interview process. Certain visa types may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

About Us

The Harvard Art Museums
Ever since their founding, the Harvard Art Museums—the Fogg Museum, Busch-Reisinger Museum and Arthur M. Sackler Museum—have been dedicated to advancing and supporting learning at Harvard University, in the local community, and around the world. Displayed in galleries that mix not only media but schools of art, the collection at Harvard is celebrated and interrogated within a larger story of artistic expression and historical and contemporary issues. The diverse collection is among the largest in the United States. Through research, teaching, professional training, and public education, the museums strive to advance the understanding and appreciation of art.

The museums value staff diversity and are committed to building a culturally diverse community. We encourage candidates from underrepresented groups to apply.
 

Benefits

We invite you to visit Harvard's Total Rewards website (https://hr.harvard.edu/totalrewards) 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.

Job Function

General Administration

Department Office Location

USA - MA - Cambridge

Job Code

403033 Staff Assistant III

Work Format

On-Site

Sub-Unit

------------

Salary Grade

053

Department

Collections Management/HAM

Union

55 - Hvd Union Cler & Tech Workers

Time Status

Full-time

Pre-Employment Screening

Criminal, Identity

Schedule

Full time. Monday through Friday. 35 hours per week. 

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.

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