Receptionist in Cambridge, Massachusetts at Harvard University

002724SR
School/Unit Harvard University Central Administration
Job Function General Administration
Location Cambridge
Job Type Part-time
Salary Grade 049
FLSA Status Non-exempt
Union 55 - Hvd Union Cler & Tech Workers
Term Appointment No

By working at Harvard University, you join a vibrant community that advances Harvard's world-changing mission in meaningful ways, inspires innovation and collaboration, and builds skills and expertise. We are dedicated to creating a diverse and welcoming environment where everyone can thrive.

Why join Harvard University Health Services (HUHS)?

HUHS is the on-site multispecialty medical practice and health administration for the Harvard community, offering clinicians the chance to practice high quality, relationship based care in a mission driven campus setting, caring for a defined academic population of students, faculty, staff, eligible postdocs, retirees, and their dependents. Clinicians work in a collaborative, multidisciplinary team environment that is focused on patient care rather than RVUs, with generally more predictable and sustainable schedules than many hospital or private practice roles, supported by the resources, stability, and brand of Harvard. As part of Harvard University’s Central Administration (CADM), a 5,000+ employee organization that provides essential services to the schools, HUHS is uniquely positioned to advance health and well-being across the University. Learn more about HUHS at https://huhs.harvard.edu/ and about CADM at https://evp.harvard.edu/units-and-departments.

Reporting to the Patient Advocate, the Staff Assistant I provides receptionist duties to a busy reception area of University Health Services with professionalism and courteousness. Receives and greets all visitors to the UHS, assists and directs them to the appropriate department; maintains security precautions by limiting entrance to those having business in the building; evaluates and approves parking validation eligibility; answers inquiries and provides basic information; answers a steady volume of incoming calls; and provides administrative support for the Patient Advocate office and the 4th floor Administrative team. May provide other administrative duties such as filing, data entry, and general correspondence as required.

Job-Specific Responsibilities:

• Greets visitors in a courteous and professional manner and directs them to the appropriate office.
• Answers inquiries and provides basic information.
• Demonstrates the ability to utilize the functions of the appointment system and registration system as needed.
• Maintains security precautions by limiting entrance to those having business in the building.
• Effectively directs visitors to appropriate department/contact.
• Successfully handles routine clerical functions.
• Answers phone in a timely and courteous manner and effectively direct telephone inquiries to appropriate contact.
• Accurately logs phone calls for department tracking and trending purposes.
• Handles all emergency phone calls appropriately, efficiently and according to emergency protocol.
• Provides administrative support to the 4th floor Administrative team when required.
• Demonstrates flexibility when unexpected changes in assignment or shift coverage occur.
• Communicates to other staff members/group leader and/or clinician prior to leaving unit for break or lunch periods and prior to leaving for the day in order to ensure appropriate unit coverage.
• Demonstrates the ability to identify and respond to potential life threatening situations during telephone encounters.
• Carries out proper procedure for reporting faulty equipment.
• Orders office supplies.

Professional/Team Workplace Accountability:

• Performs all personal business away from patients and all work areas.
• Identifies own learning needs and requests assistance from others when needed.
• Adheres to regulatory guidelines i.e. AAAHC, DPH, OSHA, etc.
• Participates in orientation of new staff members
• Attends staff meetings and educational offerings required by the Department.
• Provides coverage to other areas as necessary.
• Plans for time off in advance and according to clinic policy.
• Demonstrates caring and willingness to help in all interactions.
• Cooperates and complies with goals/projects of clinic and department.
• Utilizes time productively.
• Performs related duties as required.

Compliance:

• Adheres to the expectations and professional responsibilities of the department.
• Employs the standards, practices, and procedures of the department.
• Completes and complies with HUHS training requirements including HIPAA Privacy and Security.
• Reports non-compliance incidents to the supervisor, manager, and/or Compliance Officer.

Basic Qualifications:

• High school graduate or equivalent.
• Minimum of 1 to 2 years of professional, customer-service oriented experience.

Additional Qualifications and Skills:

• College Degree.
• Professional, confidential, and reliable with an even disposition, a poised confidence and the ability to deal effectively and politely with people from different backgrounds, experience levels, in all types of situations.
• Gracious and courteous under stress, flexible, able to evaluate problems accurately and display sound judgment.
• Highly organized; detail-oriented and have the ability to work efficiently in a multi-task environment.
• Proven organization skills, ability to prioritize work in a fast-paced environment with multiple and often conflicting interests. Ability to work well as part of a team.

Standard Hours/Schedule: 25 hours per week

• This 25-hour per week position is scheduled Monday through Friday, primarily from 8:00 a.m. to 1:00 p.m., with occasional flexibility required to work a 1:00 p.m. to 5:30 p.m. shift as needed.

Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position

Pre-Employment Screening: Identity, Criminal

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Work Format Details

This position has been determined by school or unit leaders that all duties and responsibilities must be performed at a Harvard or Harvard-designated location. Certain visa types may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

Salary Grade and Ranges

This position is salary grade level 049. 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.