Legal Assistant and Receptionist

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Why join Harvard University Central Administration?

Harvard University's Central Administration (CADM) is a 5,000 employee organization that supports the university's overall excellence by understanding and serving the needs of its schools, students, faculty, staff, alumni, and surrounding communities. Through dynamic and collaborative partnerships, CADM provides high-quality and efficient services to the schools to help them achieve their goals.

Important Note: This role will perform work following a hybrid schedule (some on-campus/some remote work), with the transition to full on-campus work in Cambridge if required by the department. Employees will be expected to commute to the office in Cambridge as required.

The Legal Assistant and Receptionist is part of a team of five administrative assistants in the Office of the General Counsel (“OGC”), reporting to the Department Administrator. The Legal Assistant and Receptionist supports the management of the OGC’s outside legal spending and provides day-to-day administrative support for the office, as well as for at least five OGC legal staff in their varied law practices. Typical duties and responsibilities include the following. Other duties may be assigned as needed.

Job-Specific Responsibilities:

Receptionist Functions

• Answers calls to the OGC main line and triages calls and voicemails as appropriate.
• Provides front desk coverage and security for the office; responsible for arranging for acceptance of legal documents served in person or notifying the proper third party when the office is remote.
• Provides training for other administrative staff on front desk procedures.
• Serves as principal contact and source of information for internal and external stakeholders by phone and walk-in. Escalates questions and issues as necessary.
• Maintains departmental contact lists and organizational documents. 
• Coordinates archives filing, retrieval, and destruction. Maintains accurate records of all archives.
• Distributes mail.
• Files and organizes documents pertaining to the office’s legal library.

Legal Assistant Functions

• Provides direct support to assigned legal staff members, including, for example, 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.
• Makes conference and travel arrangements for department staff, knowing and applying relevant policies and guidance.
• Processes expense reports and reimbursements.
• Evaluates bankruptcy notices and conducts internal processes to identify Harvard claimants and related tasks.
• Provides support for additional legal staff members 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.
• Coordinates other department projects as needed.
• Manages office-wide functions with minimal supervision.

Financial Functions

• Works closely with Legal and Financial Assistants to arrange for timely payment of invoices. Serves as approver for certain payments in Accounts Payable systems.
• Processes payments received by the Office of the General Counsel, including depositing checks per the University’s protocols. 
• Responsible for the onboarding of new vendors

Basic Qualifications are the minimum requirements a candidate must meet to be considered for this role.

• Minimum of 3 years of experience in an administrative support role.
• Must be extremely proficient with Microsoft Office Products (Outlook, Word, PowerPoint, Excel) and be willing to learn new software systems.

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.

• Standard Hours/Schedule: 37.5 hours per week, 9a-5p, Monday through Friday
• Visa Sponsorship: Harvard University is unable to provide visa sponsorship for this position
• Pre-Employment Screening: Harvard University requires pre-employment reference and background screenings: Identity
• Other Information:
  • This position will have a 3-month orientation and review period. 

Work Format Details

This position has been determined by school or unit leaders that some of the duties and responsibilities can be effectively performed at a non-Harvard location. The work schedule and location will be set by the department at its discretion and based upon operational needs. When not working at a Harvard or Harvard-designated location, employees in hybrid positions must work in a Harvard registered state in compliance with the University’s Policy on Employment Outside of Massachusetts. Additional details will be discussed during the interview process. Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

Salary Grade and Ranges

This position is salary grade level 054. Please visit  Harvard's Salary Ranges  to view the corresponding salary range and related information. 

Benefits

Harvard offers a comprehensive benefits package that is designed to support a healthy work-life balance and your physical, mental and financial wellbeing. Because here, you are what matters. Our benefits include, but are not limited to: 

• Generous paid time off including parental leave 
• Medical, dental, and vision health insurance coverage starting on day one 
• Retirement plans with university contributions 
• Wellbeing and mental health resources 
• Support for families and caregivers 
• Professional development opportunities including tuition assistance and reimbursement 
• Commuter benefits, discounts and campus perks 

Learn more about these and additional benefits on our Benefits & Wellbeing Page. 

EEO/Non-Discrimination Commitment Statement

Harvard University is committed to equal opportunity and non-discrimination. We seek talent from all parts of society and the world, and we strive to ensure everyone at Harvard thrives. Our differences help our community advance Harvard's academic purposes.

Harvard has an equal employment opportunity policy that outlines our commitment to prohibiting discrimination on the basis of race, ethnicity, color, national origin, sex, sexual orientation, gender identity, veteran status, religion, disability, or any other characteristic protected by law or identified in the university's non-discrimination policy. Harvard's equal employment opportunity policy and non-discrimination policy help all community members participate fully in work and campus life free from harassment and discrimination.