Staff Assistant III (Administrative Assistant) in Boston, Massachusetts at Harvard University

003372SR
School/Unit Harvard T.H. Chan School of Public Health
Department Health Policy and Management
Job Function General Administration
Location Boston
Job Type Full-time
Salary Grade 053
FLSA Status Non-exempt
Union 55 - Hvd Union Cler & Tech Workers
Term Appointment Yes

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 the Harvard T.H. Chan School of Public Health?

The Harvard T.H. Chan School of Public Health is a world-renowned institution dedicated to advancing public health through cutting-edge research, education, and global collaboration. Our school is a special place to work because of its vibrant, mission-driven community, interdisciplinary approach, and commitment to addressing some of the most pressing health challenges worldwide. We foster a collaborative and inclusive work environment where innovation, continuous learning, and work-life balance are valued.

Learn more about the School’s mission, objectives, and core values, our Principles of Citizenship, and about the Dean’s AAA vision about our school’s ongoing strategic initiatives.

Job Summary:

The Department of Health Policy and Management (HPM) is committed to training and inspiring the next generation of healthcare leaders. Our students and faculty are passionate about making the world a better place by improving health and healthcare. We work on compelling and important problems, from making the delivery of care safer and more efficient, to expanding health insurance coverage and eliminating disparities, to designing and improving the performance of entire health systems.

This position will have a portfolio of faculty and/or research scientists for whom it provides administrative support, including scheduling of meetings, managing calendars, booking travel, processing reimbursements, providing event support, preparing materials for publications and/or grants, assisting with course material preparation, etc. The position may also provide support for general department administration, as needed.

Job-Specific Responsibilities:

Reporting to the Director of Administration, the Administrative Assistant will work in the Department of Health Policy and Management, providing administrative support to a group of faculty and researchers. This position is responsible for performing a wide range of duties to support department faculty and the department as a whole for maximum success and impact.

The Administrative Assistant performs a broad range of complex, detailed, and confidential administrative duties in support of faculty, researchers, and departmental operations. Duties and responsibilities include, but are not limited to, the following:

• Providing comprehensive administrative support to assigned faculty and researchers, including drafting, editing, proofreading, and preparing correspondence, reports, memoranda, lecture and course materials, presentations, cases, letters of recommendation, grant proposals, publications, technical reports, and scientific articles; retrieving and organizing research articles and other reference materials
• Managing complex calendars and schedules; coordinating meetings, appointments, travel arrangements, parking, and other on-campus services
• Preparing and processing financial transactions and reports, including travel reimbursements, corporate and purchasing card expenses, and other departmental expenditures; assisting with budget, grant, and contract administration by tracking expenditures, reconciling accounts, maintaining spreadsheets, and utilizing departmental financial systems and budget tools
• Serving as a primary point of contact and source of information for faculty, staff, students, external collaborators, and other constituents
• Coordinating and supporting departmental events, conferences, seminars, colloquia, and other gatherings, including arranging facilities, catering, agendas, logistics, and related services
• Gathering, maintaining, and analyzing data; preparing reports and presentations using a variety of software applications, including word processing, spreadsheet, database, graphics, presentation, calendar, email, and other specialized systems
• Performing general administrative duties, including creating and maintaining filing systems; managing mail, email, phone calls, and information distribution; taking meeting minutes; providing transcription services; and maintaining departmental web content
• Conducting library and research support activities, including summarizing findings and obtaining permissions and copyright registrations when required
• Assisting with training, scheduling, and coordinating the work of student, temporary, or casual staff
• Supporting day-to-day office operations, including inventory management, purchasing office and kitchen supplies, coordinating copier services, and assisting with mail distribution
• Performing other duties as assigned

PLEASE NOTE: Scheduling flexibility may be required depending on faculty and departmental initiatives. This role has a term appointment of 2 years with the possibility of extension.

Basic Qualifications:

• 3+ years of relevant experience is required; a combination of education and experience may be considered

Additional Qualifications and Skills:

• Bachelor's Degree
• Proficiency with Microsoft Office suite, WordPress or other website creation software, financial systems
• Works well independently with minimal supervision
• Solid working knowledge of office processes and systems, and of related computer software and electronic communications tools.
• Handles complex and confidential information with discretion.
• Interpersonal skills with experience providing complex administrative support to multiple constituents.
• Works across teams and with a variety of projects and constituencies.
• Sstrong time management skills
• Experience strategically handling and managing competing priorities
• Strong attention to detail
• Reliable to follow through on tasks and projects with a high level of accuracy and efficiency

• Appointment End Date: Two years from date of hire
• Standard Hours/Schedule: 35 hours per week
• Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position
• Pre-Employment Screening: Identity

Join the Harvard T.H. Chan School of Public Health to support our mission of health research and education, and to be a part of the oldest institution of higher learning in the country!

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• The Harvard T.H. Chan School of Public Health does not provide visa sponsorship, now or in the future, for staff positions.
• Harvard University requires pre-employment reference checks and background screenings.
• This position has a 90 day orientation and review period. The O&R period will be waived for any internal Harvard employee transfers.

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The health of our workforce is a priority for Harvard University. With that in mind, we strongly encourage all employees to be up to date on CDC-recommended vaccines.

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 053. 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.