Staff Assistant III (Administrative Assistant)

Harvard University • Boston, MA

11h • Onsite

About The Position

Harvard T.H. Chan School of Public Health is seeking a highly organized, proactive Administrative Assistant to provide day-to-day administrative, scheduling, and communications support in a fast-paced clinical and academic environment. The role involves regular interaction with clinical and research staff and institutional partners and requires professionalism, strong communication skills, attention to detail, and discretion. The position is fully on-site at a Harvard or Harvard-designated location.

This is a one-year term appointment from the date of hire, with the possibility of extension. The schedule is 35 hours per week. The position supports Dr. Mahalingaiah and the Environmental Health department. Harvard does not provide visa sponsorship for this staff position. Pre-employment screening includes identity screening; Harvard also requires reference checks and background screenings. The position has a 90-day orientation and review period, waived for internal Harvard employee transfers.

Requirements

• At least 3 years of relevant experience; a combination of education and experience may be considered.
• Proficiency with Microsoft Office.
• Strong problem-solving skills and meticulous attention to detail.
• Strong communication skills.
• Ability to work independently with minimal supervision.
• Ability to handle complex and confidential information with discretion.
• Highly organized, creative, motivated, and passionate about achieving results.
• Excellent interpersonal skills and ability to work well with others.

Nice To Haves

• Associate or bachelor’s degree preferred.

Responsibilities

• Manage Dr. Mahalingaiah’s calendar and coordinate meetings, conferences, and travel, including flight and hotel bookings.
• Prepare, process, and reconcile corporate card expenses and reimbursements in compliance with University and sponsor policies.
• Serve as the team’s subject-matter resource on Harvard travel, reimbursement, and Concur policies.
• Serve as the primary administrative point of contact for students, collaborators, and institutional offices by phone, email, and in person.
• Draft, proofread, and format professional correspondence, emails, letters, and reports.
• Assist with research- and academic-related administrative tasks, including scheduling meetings, coordinating events, and preparing CV or biosketch updates, as directed.
• Perform 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
• Education Level: No Education Listed