Staff Assistant III, Lab Operations

Harvard University • Boston, MA

12h • Hybrid

About The Position

The Department of Immunology seeks to fill a Staff Assistant III, Lab Operation position to help support the business office in the department and to support a Principal Investigator's lab. Will perform a variety of complex administrative/support duties to coordinate the activities and procedures of the Immunology Business Office and faculty lab support. Will assist the Principal Investigator (PI) in administrative tasks to support the daily running of a laboratory for 20+ researchers. The responsibilities of this position are highly variable depending on the needs of the PI and the Business Office, it will include; assisting in the submission of grants proposals and progress reports; assist with lab protocol renewals and amendments (IACUC and COMS); coordination of travel/ meeting commitments; assist in the drafting of out-going correspondence; serving as administrative liaison with other Harvard departments; maintenance of the PI’s lab website and curriculum vitae (CV); assist with the onboarding of newly arrived lab members. Prepare purchase orders and payment requests and reimbursements for the department and the lab. Works independently with minimal supervision. Updates supervisors on status of projects.
Organizes and implements administrative systems and procedures performing necessary support duties.
Serves as principal source of information on established School and Department policies and advises the faculty, students or staff on existing options or alternatives. • Gathers and maintains data for and assists in preparing reports, often using a variety of computer software.
Prepares and maintains the PI’s lab and department’s records, reviews complex documents, reports, etc., to assure compliance with university requirements and/or government regulations and notifies supervisors of unusual situations.
Acts as liaison with related programs or projects at other universities or with government agencies, keeping the supervisor informed of relevant information.
Provides for smooth day-to-day flow of communications within the PI’s lab and the Immunology Department.
May compose, proofread, edit and prepare correspondence, reports and other materials using word processing, spreadsheets and/or databases.
May arrange for use of facilities and advise availability of services within and outside the University for gatherings such as conferences and seminars.
May assist in training, scheduling and distributing work of other staff members, students, and temporary workers.
Contributes to PI lab and Department goals by accomplishing related duties as required.

Requirements

• Three + years related experience with proven office administration and customer service skills required
• Education beyond high school may count toward experience

Responsibilities

• Assisting in the submission of grants proposals and progress reports
• Assist with lab protocol renewals and amendments (IACUC and COMS)
• Coordination of travel/ meeting commitments
• Assist in the drafting of out-going correspondence
• Serving as administrative liaison with other Harvard departments
• Maintenance of the PI’s lab website and curriculum vitae (CV)
• Assist with the onboarding of newly arrived lab members
• Prepare purchase orders and payment requests and reimbursements for the department and the lab
• Organizes and implements administrative systems and procedures performing necessary support duties
• Serves as principal source of information on established School and Department policies and advises the faculty, students or staff on existing options or alternatives
• Gathers and maintains data for and assists in preparing reports, often using a variety of computer software
• Prepares and maintains the PI’s lab and department’s records, reviews complex documents, reports, etc., to assure compliance with university requirements and/or government regulations and notifies supervisors of unusual situations
• Acts as liaison with related programs or projects at other universities or with government agencies, keeping the supervisor informed of relevant information
• Provides for smooth day-to-day flow of communications within the PI’s lab and the Immunology Department
• May compose, proofread, edit and prepare correspondence, reports and other materials using word processing, spreadsheets and/or databases
• May arrange for use of facilities and advise availability of services within and outside the University for gatherings such as conferences and seminars
• May assist in training, scheduling and distributing work of other staff members, students, and temporary workers
• Contributes to PI lab and Department goals by accomplishing related duties as required

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
• Education Level: High school or GED