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Staff Assistant
Harvard University in Cambridge, Massachusetts
Date Posted 08/20/2021
Admin-Other Administrative Positions
Employment Type
Application Deadline Open until filled


Faculty of Arts and Sciences


Job Summary

 This position is a part of a three-person team that provides complex administrative and faculty support and services for the entire Department of Mathematics which consists of 21 senior faculty; 20 Benjamin Peirce Fellows, other post-doctoral scholars, and Sr. Lecturers; 20 teaching faculty (Sr. Preceptors, Preceptors, and Lecturers); 60 graduate students; and 260 undergraduate concentrators and joint concentrators. We have over 1800 individual undergraduate students enrolled in our Harvard College courses during the academic year. The combined enrollment to MATH courses is around 3000 students per year which are spread over approximately 60 various courses.

This position reports to the Director of Administration and Finance.

Job-Specific Responsibilities

  • Make seminar announcements, find accommodation for seminar speakers, faculty visitors, post-doctoral fellows and research associates visiting the Math Department.
  • Assist with Math Department events (The Math Department is hosting approximately 500 events per year, such as seminars, workshops, conferences, etc.  )
  • Process invitation letters for Math Department visitors and research affiliates.
  • Process Math Dept non-paid research appointments in Aurora (Research Associates, Postdocs, Visiting scholars, etc)
  • Track faculty visitors, coordinating their visits, assisting with accommodation and other logistics. Assist with visa processing for the faculty visitors, conference, workshop, and seminar speakers. Provide general support as needed.
  • Manages course textbooks:  order textbooks for all courses, obtain desk copies from publishers, copies for CAs, maintain a collection of textbooks for use from year to year.
  • Manages the Mathematics Department course catalog: collect course information, enter the information to produce the online course catalog (at least 50-60 teachers in the Fall, and at least 40-50 teachers in the Spring)
  • Set up the classrooms for all Mathematics courses for each term. (60+ courses per year, with many divided by sections). This includes taking into consideration class size, room availability, student time preferences, and particular teaching faculty needs. Put together class lists by course and by faculty.
  • Other duties as required.

Basic Qualifications

Three or more years of related experience. Education beyond high school may count towards experience.

Additional Qualifications and Skills

  • Experience working in a university setting preferred.
  • Business training beyond high school or college background preferred.
  • Competency using a variety of computer software, including proficiency with Microsoft Office, and in particular with Excel.
  • A team player who is flexible and comfortable working in a fast-paced, culturally diverse environment.
  • Demonstrable oral and written communication skills.
  • Ability to manage multiple projects simultaneously as required to meet all deadlines.
  • Strong customer service and interpersonal skills.
  • Ability to work independently with minimal supervision.
  • Ability to handle complex and confidential information with discretion.

Additional Information

The position is expected to be based on campus, in Cambridge, MA.

Our Commitment to Diversity, Equity, Inclusion and Belonging
The FAS is committed to cultivating not only the diversity of our faculty, staff, and students but also in developing an inclusive culture  that is vibrant, engaging and encouraging of innovation as well as intellectual debate. We believe creating and maintaining an inclusive workplace allows employees from all backgrounds and walks of life to achieve their fullest potential. We also believe an inclusive  culture is one that accepts, values and views as strength the difference we all bring to the workplace. We encourage our community members to participate in our FAS Diversity Dialogues

COVID Vaccine Policy
Harvard will require COVID vaccination for all Harvard community members who will have any on-campus presence. Individuals may claim exemption from the vaccine requirement for medical or religious reasons. More information regarding the University’s COVID vaccination requirement and exceptions may be found at the University’s “COVID-19 Vaccine Information” webpage: .

Job Function

General Administration


USA - MA - Cambridge

Job Code

403033 Staff Assistant III


55 - Hvd Union Cler & Tech Workers

Pre-Employment Screening



Monday - Friday,  9-5
Occasional nights and weekends maybe required

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.

*Please mention to employers when applying for this job*
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