Legal Assistant and Receptionist

26-Oct-2022

University Administration

60244BR

Job Summary

Important Note: This position will start hybrid (some on-campus/some remote work), with the transition to full-on campus in Cambridge if required by the department. Employees will be expected to commute to the office in Cambridge as required.
The Legal Assistant/Receptionist is part of a team of five administrative assistants in the Office of the General Counsel, reporting to the Department Administrator. The Legal Assistant supports the management of the OGC’s outside legal spending and provides day-to-day administrative support for four OGC attorneys in their varied law practices. Typical duties and responsibilities include the following. Other duties may be assigned as needed.

Position Description

Receptionist Functions:

• Answers calls to the OGC main line and triage calls, voicemails as appropriate.
• Serves as principal contact and source of information for internal and external stakeholders. Escalates questions and issues as necessary.
• Maintains departmental contact lists and organizational documents (like the OGC intranet/wiki).
• Coordinates archives filing, retrieval, and destruction. Maintains accurate records of all archives.
• Makes conference and travel arrangements for department staff, knowing and applying relevant policies and guidance.
• Distributes mail.
• Files and organizes documents pertaining to the office’s legal library.

Legal Assistant Functions

• Provides direct support a group of University Attorneys which includes complex calendar management, room-booking, correspondence, and management of electronic and paper legal files.
• Processes and edits correspondence, memos, and legal documents, including photocopying, scanning and redacting information from documents, and transcribing handwritten documents.
• Creates, organizes, and maintains files, both hard copy and electronic, for a variety of legal matters, using the office’s electronic docket and document management systems.
• Arranges meetings, schedules rooms, and equipment.
• Processes expense reports and reimbursements.
• Provides support for other OGC attorneys as needed to cover other administrative staff absences.
• Works collaboratively with other administrative staff to improve office functions and accomplish tasks that involve group efforts.
• Is available to coordinate other department projects as needed.

Financial Functions

• Works closely with Legal and Financial Assistant to arrange for payment of invoices in B2P. Serves as approver for certain payments in Accounts Payable B2P system.
• Processes payments received by the Office of the General Counsel, including depositing checks per the University’s protocols.

Basic Qualifications

Minimum of 3 years of experience in an administrative support role.

Additional Qualifications and Skills

Bachelor’s degree preferred. Prior work experience in a law firm or with Harvard’s financial systems preferred. Candidate will be a notary public or be willing to obtain a notary public certification at the OGC’s expense. Familiarity with legal terminology or willingness to learn. Superior interpersonal skills with proven ability to successfully interact and collaborate with varied constituencies in a professional manner, exhibiting excellent written and oral communication skills. Strong attention to detail. Ability to work independently as well as collaboratively as part of a team. Ability to handle confidential information with discretion.

Must be extremely proficient with Microsoft Office Products (Outlook, Word, PowerPoint, Excel).

Working Conditions

This is a non-union, non-exempt, confidential position. Typical business hours for the office are Monday-Friday, 9-5, with potential for occasional overtime.

This position will start hybrid (some on-campus/some remote work), with the transition to full-on campus in Cambridge if required by the department. Employees will be expected to commute to the office in Cambridge as required. Ability to travel to Harvard’s campus in Cambridge, Massachusetts regularly is an expectation of continued employment in this position.

All remote work must be performed in a state in which Harvard is registered to do business (CT, MA, MD, ME, NH, NY, RI, and VT)

All Harvard community members must comply with the University’s health and safety guidelines and protocols, including but not limited those related to COVID-19, such as testing, masking, distancing, etc. Additionally, Harvard requires COVID vaccination and reporting of vaccination status for all Harvard community members. You may claim exemption from the vaccination requirement for medical or religious reasons. Note that unvaccinated individuals are subject to additional public health measures (e.g., more frequent testing, more stringent masking, etc.) above and beyond what is required of vaccinated individuals. More information regarding the University’s COVID vaccination requirement and exemptions is available on the University’s “COVID-19 Vaccine Information” webpage: http://www.harvard.edu/coronavirus/covid-19-vaccine-information/ .

Additional Information

This position requires a 3-month orientation and review period.
Please include a cover letter with your application.
Please note that Harvard University cannot provide Visa Sponsorship or Work Authorization for this position.
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Harvard University offers an outstanding benefits package including:
Time Off: 3 – 4 weeks paid vacation, paid holiday break, 12 paid sick days, 12.5 paid holidays, and 3 paid personal days per year.
Medical/Dental/Vision: We offer a variety of excellent medical plans, dental & vision plans, all coverage begins as of your start date.
Retirement: University-funded retirement plan with full vesting after 3 years of service.
Tuition Assistance Program: Competitive tuition assistance program, incredibly affordable classes directly at the Harvard Extension School, and discounted options through participating Harvard grad schools.
Transportation: Harvard offers a 50% discounted MBTA pass as well as additional options to assist employees in their daily commute.
Wellness options: Harvard offers programs and classes at little or no cost, including stress management, massages, nutrition, meditation, and complementary health services.
Harvard access to athletic facilities, libraries, campus events, and many discounts throughout metro Boston.
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If you believe you need a reasonable accommodation in order to search for a job or to submit an application, please contact us at 617-495-2772 . This is a dedicated line to assist job seekers with a disability requiring assistance in applying online
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Harvard Human Resources is committed to enabling Harvard’s world changing mission through inclusive excellence in Human Resources practices. We welcome applicants who bring varied experiences, backgrounds, and expertise to advance the work of the department in service to Harvard’s mission.

Job Function

General Administration

Location

USA – MA – Cambridge

Job Code

403036 Secretary III, Technical

Sub-Unit

Harvard Human Resources

Department

Office of General Counsel

Union

99 – Non-Union, Confidential Non-Ex

Pre-Employment Screening

Education, 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.