Staff Assistant, Public Affairs

We need to output HTML fragment with sections: About the role? Actually we have Company Description and Job Description. Use

for section headings like About the role, Responsibilities, Requirements, Qualifications, Skills, Benefits, Pay, Schedule. We need to include sections only when posting has real specific content. We need to extract content. Company Description: paragraph about Harvard University, HPAC. Could be "About the role" or maybe "Company Description". The instruction says use

for section headings (e.g. About the role, Responsibilities, Requirements, Qualifications, Skills, Benefits, Pay, Schedule). So we should map content to those headings. Likely "About the role" corresponds to job summary/description. "Responsibilities" for job-specific responsibilities. "Qualifications" for basic qualifications and additional qualifications. "Skills" maybe separate but we can combine. "Benefits" from benefits section. "Pay" from Salary Grade and Ranges (though not explicit salary number, but we have salary grade level 053 and reference to salary ranges; we should not create Pay section unless posting actually states them. It says "Please visit Harvard's Salary Ranges to view the corresponding salary range and related information." That is not a specific pay figure, but it's still referencing pay. The instruction: never create Pay/Schedule/Benefits sections unless the posting actually states them. It does state "Salary Grade and Ranges" and refers to salary ranges. That is stating pay info albeit not explicit numbers. I'd include a Pay section with that info. Schedule: we have "Standard Hours/Schedule: 35 hours per week". Also orientation and review period: 3 months. Also mention flexible hours, early morning/evening/weekend. So we have schedule info. So include Schedule section. Benefits: we have benefits paragraph. Include. We must not repeat job title as heading. No Job ID etc. We must remove boilerplate: EEO, visa sponsorship info? Visa sponsorship info is maybe not boilerplate but it's specific: "Harvard University is unable to provide visa sponsorship for this position". That's substantive; we could include maybe in Additional Information? But we have no section for that; maybe we can include in a short

under Additional Information? But we are to output only sections we decide. Could include a

for visa sponsorship info under maybe "Additional Information" but not a prescribed heading. The instruction: Use

for section headings (e.g. About the role, Responsibilities, Requirements, Qualifications, Skills, Benefits, Pay, Schedule). It doesn't forbid other headings, but says use those for those sections. It says "Use

for section headings (e.g. About the role, Responsibilities, Requirements, Qualifications, Skills, Benefits, Pay, Schedule)." Likely they expect only those headings. Additional info like visa sponsorship could be placed in a

under maybe About the role or Schedule? But better to include as a short

after relevant section? The instruction: "Do NOT repeat the job title as a heading (the page already shows it) and do NOT put Job ID / requisition numbers as headings — fold minor metadata into a short

or drop it." So visa sponsorship is minor metadata; we can fold into a short

. Similarly orientation and review period maybe schedule. Thus we will produce sections:

About the role

with paragraphs from Company Description and Job Summary.

Responsibilities

with

• list of job-specific responsibilities (the bullet list). We need to preserve all substantive information; we can break into list items.

  Qualifications

  with
  • for basic qualifications and additional qualifications/skills. Maybe separate Skills? But we can include skills within Qualifications.

    Benefits

    with
    • list of benefits.

      Pay

      with

      about salary grade level 053 and reference to Harvard's Salary Ranges.

      Schedule

      with

      about standard hours 35 per week, orientation/review period 3 months, occasional early morning/evening/weekend, travel to Greater Boston. We must not include filler like "commensurate with experience". Not present. We must not include boilerplate like EEO, etc. Remove EEO statement. We must not include application instructions (cover letter request) - that's application instruction; remove. We must not include navigation/legal etc. We must preserve all substantive information. Let's extract content. Company Description paragraph: "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. Harvard Public Affairs and Communications (HPAC) manages and facilitates the University’s relationships with the general public, media outlets, federal, state, and local governments, and our neighboring communities. HPAC advances information and communications related to the University’s mission of excellence in teaching, learning, and research." Job Summary paragraph: "Job Summary: The Staff Assistant, Public Affairs provides administrative and project support for the leadership of Harvard Public Affairs and Communications’ (HPAC) Public Affairs team. This team is responsible for external relations covering state and local government and community relations as well as community programs. The Staff Assistant is responsible for ensuring smooth operations of the department through the coordination of complex calendars and travel arrangements for leaders on the Public Affairs team. Daily responsibilities include quickly and efficiently supporting scheduling requests, supporting the execution of both small- and large-scale events in Cambridge and Boston, helping to triage requests and correspondence arriving via phone, mail and through shared email inboxes, and managing contacts and mailing lists in a database of stakeholders. Showing significant independent judgment in identifying and resolving potential scheduling conflicts, the Staff Assistant will liaise with a variety of both internal and external constituents (including university leaders and their administrative support teams, as well as faculty, staff, community-based organizations, etc.) and support special projects as assigned. In public and community-facing events and settings, the Staff Assistant will be expected to represent the university with warmth, discretion, and responsiveness. The Staff Assistant will also serve as a member of the broader HPAC administrative team. While working closely with the public affairs team, the Staff Assistant, Public Affairs reports to the Director of Administration, HPAC and will also collaborate to provide administrative and project support for efforts and key initiatives across all of HPAC." Now Job-Specific Responsibilities list (the long paragraph with semicolons). We need to break into list items. Let's parse: - Makes appointments and manages calendars and travel arrangements, arranges, and attends meetings, schedules rooms and equipment - Assists with virtual and in-person events and meetings; manages Zoom platform and hosts virtual events; assists with logistics for in-person events such as securing rooms, arranging for food and AV, event set-up, and cleanup - Arranges for use of facilities and advises availability of services within and outside the University for events, conferences, and seminars - Prepares agendas and produces meeting reports for internal and external meetings; collects and tracks events data for program records especially as related to community contribution tracking - Prepares and maintains unit's records (such as financial, personnel, administrative, student) reviews documents, reports, etc., to assure compliance with university requirements - Enters and maintains multiple contact/mailing lists and databases of stakeholder audiences - Drafts and edits written communications, including memos, briefings, presentations, and internal/external correspondence, as well as assist in the development of talking points - Supports correspondence, communication and outreach to abutters and relevant constituents, monitors shared email and voicemail accounts in order to respond to resident requests - Is available to coordinate department projects and initiatives as needed - May independently manage small special projects as assigned - May provide additional support for other department leadership, including scheduling, phone, and meeting management and in-person support as needed The sentence "The above covers the most significant responsibilities of the position. It does not, however, exclude other duties, the inclusion of which would be in conformity with the level of the position." is boilerplate? It's a generic statement; we could drop as filler? It's not specific; maybe drop. Now Qualifications: Basic Qualifications: Minimum 2+ years of experience in positions with increasing levels of responsibility and independence. A strong command of Microsoft Office programs, with strong proficiency in Outlook, Word, Excel, and PowerPoint. Must occasionally work additional early morning, evening and weekend hours. Requires travel to Greater Boston-based external events. Additional Qualifications and Skills: BA degree preferred. Strong attention to detail. Ability to handle complex and confidential information with discretion. Comfortable working in a fast-paced work environment where demands may need to be reprioritized frequently. Strong skills in customer service. Ability to problem solve in the moment. Ability to work independently with minimal supervision as well as collaboratively as part of a team. Familiarity with AV and web-based communication systems (Teams, Zoom, Skype, etc.). Excellent writing skills. Some experience in higher education or non-profit communications desirable. Motivated to learn and flexible to change. We can combine into Qualifications section with list items. Benefits list: - 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 Also preceding sentence: "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." We can include as intro paragraph then list. Pay section: "Salary Grade and Ranges This position is salary grade level 053. Please visit Harvard's Salary Ranges to view the corresponding salary range and related information." We can output as

      with that. Schedule section: includes: - Orientation and Review Period: 3 months - Standard Hours/Schedule: 35 hours per week - Must occasionally work additional early morning, evening and weekend hours (already in qualifications but also schedule) - Travel to Greater Boston-based external events (also in qualifications) - Work format details: hybrid, location flexibility, must work in Harvard registered state, etc. This is substantive. We should include schedule info: orientation/review period, standard hours, occasional early morning/evening/weekend, travel, hybrid work arrangement. Let's extract the Work Format Details paragraph: "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." We can include that as part of schedule section. Now we must not include visa sponsorship info (Harvard unable to provide visa sponsorship) - that's minor metadata; we can fold into a short

      maybe under Schedule or Additional Info. But we already have schedule section; we could add a short

      there. However the instruction: "Do NOT put Job ID / requisition numbers as headings — fold minor metadata into a short

      or drop it." Visa sponsorship is minor metadata; we can include a short

      somewhere, maybe under Schedule or after Benefits. But we must avoid creating extra sections. We'll add a short

      under Schedule after the list. Now ensure we don't repeat job title as heading. Not. Now output HTML fragment. We'll structure:

      About the role

      Company description paragraph.

      Job summary paragraph.

      Responsibilities

      • ...
      ...