Job Description
Position: Reception and First Floor Staff Assistant
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Work Schedule: 35 hours/week, 9:00 am-5:00 pm with an hour unpaid lunch.
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Location:100% onsite. Cambridge, MA 02138 - In person for 5 days, Monday through Friday.
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Pay Rate: $32/hr on W2
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Duration: 90 days
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Job Summary
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This position is situated at the main desk on the first floor and serves as the primary source of information and initial contact for students, alumni, faculty, employers, visitors, and staff regarding the advising and educational programs, career fairs and employer events of the office. As a member of the larger MCS Administrative Team, this position provides “first line” coverage and overall support in a complex office serving diverse populations of students, alumni, employers, and other stakeholders.
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Responsibilities include but are not limited to:
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• Maintains up to date knowledge on full breadth of MCS programs, services, and resources. Delivers quality customer service by providing accurate information and personalized assistance in a high-volume environment in person, via e-mail, and over the phone. Follows, communicates and carries out office policies.
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• Replies to and directs emails in the general office inbox from students, alumni, and employers, utilizing templates and office standards of practice.
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• Uses and updates records in MCS career services management platform (Crimson Careers) which facilitates all MCS services, including advising, workshops, employer events, etc.
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• Creates a warm, welcoming environment in person and virtually. Greets visitors and callers, identifies needs and offers direct assistance or refers to appropriate MCS resources or contact.
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• Assists students with check-in and printing during MCS afternoon drop-in hours.
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• Helps students and alumni access and use MCS electronic resources, including online platforms.
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• Works with the Employer Engagement Team to process and maintain internships and job opportunities in appropriate databases.
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• Provides event support, including ensuring event information is accurate across platforms, and coverage for in-person events.
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• Sets up and troubleshoots event and first floor technologies, including a/v system, check-in kiosks, and display screens.
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• Ensures a timely and accurate flow of communication among staff as well as between staff and students, employers, and visitors.
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• Manages reception and event spaces including setting up furniture (e.g. chairs in rows or tables and chairs), restocking coffee and office supplies, and maintaining neat lobby.
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• Performs office event and administrative support and other duties as assigned.
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Basic Qualifications
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• Three years of administrative experience required; education beyond high school may count towards experience.
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• Working knowledge of Microsoft Office applications, specifically MS Outlook, Word, and SharePoint.
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Desired Qualifications
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• BA/BS preferred.
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• Must enjoy providing a high level of customer service in person and over the phone, willingness to "go the extra mile."
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• Flexible team player with a positive attitude and excellent problem-solving skills.
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• Outstanding communications skills and diplomacy; ability to anticipate needs and prioritize/manage multiple complex confidential tasks simultaneously in a demanding environment; strong attention to detail required.
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• Flexibility and professional manner essential; ability to work with a variety of people; must work well both independently and as part of a team.
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• Must be able to function at a high level in a public, shared, workspace.
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• Excellent computer and web navigation skills are required. Strong knowledge of Microsoft Office applications, specifically MS Word, Outlook, Excel, and SharePoint.
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• Harvard experience preferred.