Collections and Administrative Operations Assistant

19-Nov-2024

Collections and Administrative Operations Assistant

Faculty of Arts and Sciences

67305BR

Job Summary

The Collections & Administrative Operations Assistant supports the operational needs of two departments - collections and administration - at the Harvard Museum of the Ancient Near East (HMANE). The position reports to the Deputy Director who is responsible for the overall administrative and financial needs of the museum, and has a dotted line to the Chief Curator, who will provide guidance and supervision for the collections care-related responsibilities. The incumbent will be in regular contact and coordination with many stakeholders including departmental residents at HMANE (Department of Near Eastern Languages & Civilizations, the Center for Jewish Studies, and the Alwaleed Islamic Studies Program), and staff from the Harvard Museums of Science & Culture (HMSC), who manage visitor-facing museum operations. 

Position Description

• Serves as Museum’s primary public contact, replying to requests via telephone, email, or in person for museum information or Collections queries. Also helps to set up Collections appointments for interested scholars or directing those requests as appropriate for reply. 
• Coordinates and communicates details of building events and group visits with stakeholders (NELC, CJS, Alwaleed Islamic Studies Program, HMSC) by maintaining the Museum’s events and administration calendars. 
• Communicates with Harvard Museums of Science & Culture regarding the visitor experience on a day-to-day basis (in conjunction with the HMSC visitor services associates and supervisor).
• Under the direction of the Chief Curator, executes the registration, conservation, reorganization and rehousing, documentation (including photography and 3D scanning), and research of the collection, and participates in the creation of new exhibits. Undertakes internal to HMANE electronic cataloging and physical inventory of the collections. Also assists Chief Curator with decisions regarding supplies and planning for long term storage of artifacts.
• Develops collections-based content for the museum website, which is managed by HMSC partners. 
• Provides administrative support to and answers queries regarding basic facets of Harvard policy from 3 senior Museum staff members (Director, Deputy Director, and Chief Curator). Schedules and supports virtual and in-person meetings.
• Under the guidance of the Deputy Director, creates/updates contractors to be paid, enters invoices into Havard Buy2Pay system, and deposits cash and checks from the Museum Shop, donations box, and image permissions. 
• Maintains administrative documentation and filing systems, including some financial records such as invoice backup and deposit paperwork. Maintains stock of Museum office supplies, Museum Shop supplies, and Collections supplies.
• Coordinates and troubleshoots building maintenance, access, and security issues in coordination with HMSC, FAS Physical Resources, HUIT, and HUPD. Enters routine building maintenance requests into PRESTO interface for building. Monitors space daily for problems such as plumbing issues, lighting (non-functional switches), etc.

Basic Qualifications

• 3+ years of related experience in office and collections-related roles

Additional Qualifications and Skills

• Excellent organizational, communication, and interpersonal skills with experience providing complex administrative support with tact and diplomacy.
• Solid working knowledge of office processes and business policy development
• Experience and knowledge of Microsoft Office Applications and related computer software and electronic communications tools such as Zoom, Teams, and polling systems.
• Experience with accounts payable procedures and systems
• Familiarity with museum cataloguing procedures, inventory methods and emerging technologies, object handling, and/or laboratory processing of artifacts
• Undergraduate degree in archaeology, anthropology, museum studies, or related field preferred
• Capable of working independently with minimal supervision while exercising judgment in determining when to refer decisions to supervisors
• Ability to take initiative, handle multiple projects, and set priorities
• Working experience with materials for display and storage of museum collections
• Knowledge of Gallery Systems’ The Museum System/TMS and eMuseum a plus

Physical Requirements

Collections portion of job requires considerable manual dexterity, ability to transport fragile objects, ability to lift 35-40 pounds, repetitive motion at keyboard, and long periods of standing and bending

Working Conditions

Half of each day spent in an office setting, half of each day spent in basement Collections area

Additional Information

We regret that we will not be able to provide visa sponsorship for this position.

All formal written offers will be made by FAS Human Resources.
 

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.

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

403134 Coordinator I

Work Format

On-Site

Sub-Unit

Arts and Humanities

Salary Grade

054

Department

Museum of the Ancient Near East

Union

55 - Hvd Union Cler & Tech Workers

Time Status

Full-time

Pre-Employment Screening

Identity

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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