Job Opening – Assistant (03/2011)

2011 March 12

Dumbarton Oaks Research Library and Collection
Washington, D.C.

Title: Assistant to the Director of Byzantine Studies

Location: Dumbarton Oaks Research Library and Collection-Harvard University-Department of Byzantine Studies; 1703 32nd St NW, Washington, DC 20007

Grade: 52; non-exempt; Range for this position is 35-40K; No Relocation Available

Supervisor: Director of Byzantine Studies

Function: Provides administrative and organizational assistance to the Director of Byzantine Studies and serves as main source of information for the Byzantine Studies Program to an international community of scholars and the general public. Program activities include fellowships, symposia, seminars, colloquia, workshops, public lectures, and other scholarly gatherings, and resulting publications.

Application Due: March 30, 2011

Key Responsibilities:

1. Coordinates the department’s symposia, roundtables, public lectures and colloquia, including joint projects with other DO departments and institutions internationally. This includes working with DO staff as well as outside hotel and catering contacts, disseminating announcements, arranging travel, compiling and tracking materials for and printing programs, coordinating registration and facilitating speaker arrangements, correspondence with participants, in addition to handling all logistics. Completes event planning forms and works with DO staff to assure smooth events.

2. Coordinates all publication activities of department, working with authors to ensure papers for symposia and other publications adhere to deadlines and the Dumbarton Oaks Style Guide. Handles the acquisition of manuscripts for publication and assists in their preparation for submission to the Publications Office, may include some simple editorial tasks, copy editing and the marshalling of illustrations and permissions.

3. Handles arrangements for tri-annual meetings of Senior Fellows including travel and accommodations; takes minutes at meetings.

4. Assists in preparation of annual budget request and revision proposals. Reviews monthly budgets and monitors expenditures. Processes and tracks department invoices according to guidelines.

5. Handles a variety of correspondence, responding to all inquiries via mail, e-mail and phone; receives visitors. Assists fellows with routine matters; organizes the Byzantine Studies Facebook page and compiles the monthly newsletter, updates online resources. Maintains mailing list database, access to various professional listservs, and serves as liaison with Webmaster for periodic updates on program activities.

6. Handles all routine office functions for the Byzantine Program, including word processing, preparation of reports, copying, establishing and maintaining filing system, mailings, supply ordering, equipment maintenance, and scheduling of events. Some graphic design to produce invitations, programs, posters, etc.

7. Assists with events during some evenings and some weekends to make events flow smoothly and attend to any difficulties using common sense, sound judgment and maturity to balance issues; scheduling flexibility is essential.

8. Other duties as assigned.

Qualifications:

* B.A., preferably in the humanities; knowledge of archaeology, history, Greek Language and literature, theology, philosophy or art history desirable.
* Organized in the management of both consistent/recurring timelines and deadlines as well as manage a regular flow of items that can be both urgent and important.
* Simplify systems and processes where possible.
* Must demonstrate written communication and interpersonal skills in work history.
* Must demonstrate excellent writing, design, and editing skills in previous work experiences.
* Excellent organizational and clerical skills required, including strong computer experience, budget preparation, ability to handle multiple demands and meet deadlines.
* Must possess an ability to work independently and use initiative and judgment in carrying out a variety of assignments, as well as work as collegial member of a team.
* Knowledge of Microsoft Word, Excel, and Internet skills necessary.
* Experience and knowledge of Photoshop and InDesign software highly desirable.
* One to three years experience as a multi-tasking administrative assistant.

Physical Requirements:
The physical demands of this position relate primarily to an inside office environment, with lifting up to twenty pounds and some walking, bending, stooping, and reaching. This position requires both near and far focus and the ability to sit for occasional long periods.

To Apply:
Please forward resume and letter of application detailing relevant qualifications to jobs2011@doaks.org or fax to 202-337-5940 or send to:

Dumbarton Oaks Research Library and Collection
Attn: Human Resources
1703 32nd St, NW
Washington, DC 20007

Dumbarton Oaks is an Equal Opportunity Employer, EOE.

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