Auto req ID 28658BR
Business Title Executive Assistant
School/Unit Faculty of Arts and Sciences
Sub-Unit ------------
Location USA - MA - Cambridge
Job Function General Administration
Time Status Full-time
Schedule Monday through Friday 9:00 AM - 5:00 PM
Department College Life & Student Services
Salary Grade 054
Union 55 - Hvd Union Cler & Tech Workers
Duties & Responsibilities Executive and Financial Assistant to the Dean for Administration and Finance and the Associate Dean/Director of Budgets and Finance

Administrative Duties:

* Performs a wide variety of high-level administrative/support duties to coordinate the activities and procedures of the College''s Office of Administration and Finance

* Works independently with minimal supervision, updates supervisors on status of projects

* Provides full administrative support for the Dean for Administration and the Associate Dean/Director of Budgets and Finance on strategic planning in support of the academic, residential, and extracurricular undergraduate experience; finance; human resources; and IT

* Maintains the Dean''s and the Associate Dean''s calendars; creates and maintains filing systems; and composes, proofreads, edits and/or prepares correspondence

* Makes appropriate preparations for meetings; provides background briefings/materials, and takes notes at meetings

* As time permits, provides support for the other members of the Administration and Finance team, which currently consists of an Assistant Dean and two financial analysts

* Contributes to office goals by accomplishing related duties and related projects (e.g., enrollment management and analysis, org chart, and structure analysis) as assigned by the Dean for Administration

* Helps to organize and manage events; arranges for use of facilities, orders catering

* Other duties as assigned by the Dean and/or Associate Dean for Administration

* Reports to the Dean for Administration and works closely with all members of the Administration and Finance team
Finance Duties:

Under the direction of the Associate Dean/Director of Budgets and Finance, creates/designs methods of clearly displaying and communicating the financial research, projections, and forecasts, and highly-detailed budget reports produced by the Office of Administration and Finance.
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* Assists the Associate Dean during budget season by creating budget packages, running HUBS and CREW reports as directed, and working on the incremental process for additional funding requests

* Assists with monthly and quarterly tasks including: conducting object code and SAS112 Journal audits, assisting with the creation of quarterly budget variance reports, and drafting journals

* Responsible for processing accounts payable, cash receipts, travel and reimbursement expenses, and the administration of the Purchasing Card system for the Harvard College Dean''s Office

* Produces reports from the financial system and other reporting tools

* Creates and maintains detailed financial spreadsheets

* Special Projects

* May assist Associate Dean with individual projects such as Gift and Endowment database enhancements

* Updates annual memos and other documents as needed

* Updates budget narrative documents for College units

* Ad hoc analysis as required
Basic Qualifications At least five years of experience required.
Additional Qualifications

* Bachelors degree strongly preferred

* Meticulous attention to detail

* Utmost discretion and trustworthiness

* Excellent written and oral communication skills

* Strong ability to function collaboratively as part of a team

* Strong Excel, Word, and Powerpoint skiils
Additional Information All formal offers will be made by FAS Human resources.
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