Staff Assistant III (Administrative Assistant)

Harvard University • Boston, MA

1d • Hybrid

About The Position

For more than 100 years, the Department of Environmental Health (EH) has had a rich history of making important contributions to the understanding and improvement of public health through national and international leadership in research and education/training in environmental and occupational health. Through work in our laboratories, field studies, and large scale epidemiological studies, we explore the human health effects of environmental and occupational exposures. Our research provides the basis for environmental and occupational health policies and our teaching and mentoring produces world leaders who will continue to advance our knowledge of the impact of environmental and occupational exposures on human health. Reporting to the EH Assistant Director of Administration, the Administrative Assistant independently provides high-level administrative support to a group of highly productive tenure-track faculty in the Department of Environmental Health. This position exercises sound, independent judgment and discretion in prioritizing competing demands, resolving non-routine administrative issues, and safeguarding sensitive and confidential information to ensure smooth daily operations, effective administration, and clear communications. The Administrative Assistant independently manages a broad range of detailed, and often confidential administrative duties, exercising judgment and discretion in determining priorities and approach, including but not limited to: Independently manages and coordinates competing faculty calendars, exercising discretion in prioritizing appointments, meetings, and room reservations; plans, coordinates, and implements special projects, events, team/lab meetings and symposiums on behalf of faculty — including assisting with the department retreat and weekly department seminars — exercising judgment to resolve logistical issues with facilities, catering, and A/V, and drafting and disseminating related event communications materials. Independently drafts and composes letters of recommendation, professional correspondence, and other written materials on behalf of faculty, exercising judgment regarding tone, content, and confidentiality; maintains and updates biographical materials, including CVs and biosketches, for each tenure-track faculty member. Independently coordinates travel arrangements and itineraries; prepares, tracks, and processes expense reimbursements, exercising judgment to resolve discrepancies and ensure expenditures comply with University policy and approved faculty and departmental budgets; and serves as the department's subject-matter resource for tenure-track faculty on Harvard travel and reimbursement/Concur policy, interpreting and applying policy to resolve non-routine cases. Manages and troubleshoots the department's conference room reservation system and shared office equipment; curates email lists and creates and distributes departmental announcements; oversees office supply inventory and incoming mail; and arranges visitor parking and passes for department visitors. Serves as the IT point person for the department's tenure-track faculty, providing support for departmental operations and IT needs. Other duties as assigned. This position requires independent judgment, a high level of initiative, strong organizational and analytical skills, and the ability to exercise discretion in interpersonal and professional communications with faculty, staff, and external constituents. PLEASE NOTE: This position has a term appointment of 2 years from date of hire with the possibility of extension.

Requirements

• 3+ years of relevant experience is required; a combination of education and experience may be considered.
• Bachelor's Degree
• Proficiency with Microsoft Office Suite
• Strong attention to detail
• Highly organized
• Excellent interpersonal and communication skills
• Previous experience in academia, research lab setting or health care environment will be highly valued as will in-depth experience working with faculty, staff, and assistants
• Prioritizes and delivers quality results in a high-volume office
• Excellent computer skills, including knowledge of Microsoft Office Suite
• Takes initiative and accomplishes tasks with minimal supervision, creatively solve problems with excellent organizational skills and attention to detail.
• Strong judgment under pressure, while negotiating competing and often time-sensitive priorities from multiple constituents in a varied and sometimes demanding office environment
• Excel at meeting deadlines and following through on projects.
• Ideal candidates will be high performing professionals with a can-do attitude and team spirit-they will be self-starters who enjoy providing administrative support to dynamic and complex groups of faculty, students, and staff
• Must be flexible, enthusiastic, open to and energized by change

Nice To Haves

• Previous experience in academia, research lab setting or health care environment will be highly valued as will in-depth experience working with faculty, staff, and assistants

Responsibilities

• Independently manages and coordinates competing faculty calendars, exercising discretion in prioritizing appointments, meetings, and room reservations
• Plans, coordinates, and implements special projects, events, team/lab meetings and symposiums on behalf of faculty — including assisting with the department retreat and weekly department seminars — exercising judgment to resolve logistical issues with facilities, catering, and A/V, and drafting and disseminating related event communications materials
• Independently drafts and composes letters of recommendation, professional correspondence, and other written materials on behalf of faculty, exercising judgment regarding tone, content, and confidentiality
• Maintains and updates biographical materials, including CVs and biosketches, for each tenure-track faculty member
• Independently coordinates travel arrangements and itineraries
• Prepares, tracks, and processes expense reimbursements, exercising judgment to resolve discrepancies and ensure expenditures comply with University policy and approved faculty and departmental budgets
• Serves as the department's subject-matter resource for tenure-track faculty on Harvard travel and reimbursement/Concur policy, interpreting and applying policy to resolve non-routine cases
• Manages and troubleshoots the department's conference room reservation system and shared office equipment
• Curates email lists and creates and distributes departmental announcements
• Oversees office supply inventory and incoming mail
• Arranges visitor parking and passes for department visitors
• Serves as the IT point person for the department's tenure-track faculty, providing support for departmental operations and IT needs
• Other duties as assigned

Benefits

• 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

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level