The Staff Assistant III for the Harvard College Observatory provides a broad range of administrative support in the area of facilities and operations work order management, Centerstone space management, keys and guest card management, accessibility projects, and other special projects as they arise. Responsible for a high level of coordination, efficiently juggling multiple duties and timelines with high degree of accuracy and efficiency. Fosters and maintains positive working relationships through a teambased approach. This role reports to the Assistant Director of Finance and Administration of the Harvard College Observatory and is part of the HCO Business office.

Work collaboratively with various offices within HCO to manage the Centerstone space allocation and maintenance in the system. This involves working proactively to accurately reflect people in the right space as it impacts HCO’s rent negotiations with SAO as well as overhead analysis for the Centerstone team.

Manage the administrative component of the new Presto (FAS system of record for facilities) work order management process within HCO. Work with the Facilities staff and clients (staff at CFA) to manage and close out work order requests daily. Also use the Presto system to manage ongoing long-term projects

Work with various groups (accessibility office, HCO Facilities) to implement and maintain accessibility projects with assistance from HCO leadership. This includes mapping, signage, and other projects.

Works with the Assistant Director of Finance and Administration and the Executive Director on various projects throughout the HCO. Staff engagement events (Thanksgiving and Holiday drives), The longer service staff event, Bi-annual staff retreat, faculty and staff retreat as well as assisting the Executive Director and Assistant Director as needed. Additional one scientific retreat per year.

Works with the Assistant Director of Finance and Administration and the Executive Director on multiple projects throughout the year that will impact all of CfA.

Oversees or contributes to special projects as required in coordination with the executive staff.

Performs other related duties as required.

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

Education beyond high school may count toward experience. College background preferred Excellent organizational skills, attention to detail, and the ability to work independently as well as part of a team Strong computer skills with proven and extensive ability in MS Office Suite and experience coordinating complex planning calendars and composing correspondence. A strong commitment to customer support and experience coordinating in an academic environment working with faculty, staff, students, and many other types of diverse appointments. Must be committed to providing the highest level of customer service and responsiveness Ability to handle highly confidential information with respect to space committee decisions and moves. Ability to think creatively and problem-solve; ability to elicit cooperation from multiple offices and institutions and build bridges