Administrative Assistant - job 2 of 2

The Department of Epidemiology, at the Harvard T.H. Chan School of Public Health, studies the frequency, distribution, and determinants of disease in humans, a fundamental science of public health. In addition to pursuing ground-breaking global research initiatives, we educate and prepare future medical leaders and practitioners as part of our mission to ignite positive changes in the quality of health across the world.

The Administrative Assistant will provide administrative, operational, and financial support to portfolio of junior faculty and department's administration team. This role will be responsible for performing a wide range of duties to ensure smooth daily operations, effective administration, and clear communications. This position will require multi-tasking, providing accurate and timely results with attention to detail, and prioritizing and managing competing deadlines.

The Administrative Assistant will be responsible for, but not limited to, the following:

• Provide administrative, operational, and financial support for a portfolio of junior faculty and the department’s administration team
• Manage calendars and provide scheduling support
• Prepare and process corporate card expense reports, reimbursements, invoices, and other payment requests
• Draft and edit correspondences and documents, such as letters of recommendations
• Coordinate purchasing, ordering, and maintaining supplies and equipment
• Coordinate travel arrangements
• Coordinate meetings and events, including scheduling programs, reserving space, placing catering orders, requesting AV/IT support, and creating flyers
• Assist with communications, including updating websites and social media channels, curating email lists, creating and distributing announcements
• Assist with regulatory compliance tasks, such as IRBs (Institutional Review Board) and DUA (Data Use Agreement) submissions, renewals, and amendments
• Provide publication support, including proofreading manuscripts, entering references, and submitting papers to publications.
• May assist with maintaining CVs, Biosketches, and PMCID numbers
• Support departmental projects as needed
• Other related duties as assigned

PLEASE NOTE: This is a hybrid position and this position will be based in Boston, MA. Additional detail pertaining to this position will be discussed during the interview process. All remote work must be performed in a state in which Harvard is registered to do business (Connecticut, Massachusetts, Maryland, Maine, New Hampshire, New York, Rhode Island, Vermont, California (exempt staff only), Georgia, Illinois, New Jersey, Virginia, and Washington).

The following job-specific skills and competencies are preferred:

• The following job-related skills, experience, and competencies are preferred:
• Bachelor's Degree
• Experience and comfortability with using multiple computer systems/software preferred
• Experience with Microsoft Office Suite or related systems
• Experience with Concur, Buy2Pay, WordPress a strong plus
• Experience working with and/or understanding of research compliance and IRB (Institutional Review Board) process a strong plus
• Excellent written, verbal, and interpersonal communication skills
• Highly organized with a strong attention to detail and accuracy
• Experience organizing work in support of others, defining priorities, taking initiative, and meeting deadlines
• Experience working independently under minimal supervision and as part of a team

The following cultural competencies are also preferred:

• Awareness of and aptitude to appropriately and effectively understand, respect, and adapt to cultural and identity-based difference within group environments
• Knowledge of and commitment to concepts and issues tied to social justice, diversity, equity, and inclusion
• Skills related to creating and supporting an environment that allows for inclusion, effective intercultural engagement, and personal humility and authenticity

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!

-

• 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 period will be waived for any internal Harvard employee transfers.

-

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.

We invite you to visit Harvard’s Total Rewards website to learn more about our outstanding benefits package, which may include:

• Paid Time Off: 3-4 weeks of accrued vacation time per year (3 weeks for support staff and 4 weeks for administrative/professional staff), 12 accrued sick days per year, 12.5 holidays plus a Winter Recess in December/January, 3 personal days per year (prorated based on date of hire), and up to 12 weeks of paid leave for new parents who are primary care givers.
• Health and Welfare: Comprehensive medical, dental, and vision benefits, disability and life insurance programs, along with voluntary benefits. Most coverage begins as of your start date.
• Work/Life and Wellness: Child and elder/adult care resources including on campus childcare centers, Employee Assistance Program, and wellness programs related to stress management, nutrition, meditation, and more.
• Retirement: University-funded retirement plan with contributions from 5% to 15% of eligible compensation, based on age and earnings with full vesting after 3 years of service.
• Tuition Assistance Program: Competitive program including $40 per class at the Harvard Extension School and reduced tuition through other participating Harvard graduate schools.
• Tuition Reimbursement: Program that provides 75% to 90% reimbursement up to $5,250 per calendar year for eligible courses taken at other accredited institutions.
• Professional Development: Programs and classes at little or no cost, including through the Harvard Center for Workplace Development and LinkedIn Learning.
• Commuting and Transportation: Various commuter options handled through the Parking Office, including discounted parking, half-priced public transportation passes and pre-tax transit passes, biking benefits, and more.
• Harvard Facilities Access, Discounts and Perks: Access to Harvard athletic and fitness facilities, libraries, campus events, credit union, and more, as well as discounts to various types of services (legal, financial, etc.) and cultural and leisure activities throughout metro-Boston.

General Administration

USA - MA - Boston

403033 Staff Assistant III

Hybrid (partially on-site, partially remote)

Epidemiology

-

Full-time

053

55 - Hvd Union Cler & Tech Workers

Identity

At the Harvard T.H. Chan School of Public Health, we believe that diversity is integral to the Harvard experience and our mission of improving public health education, research and policy. Diversity of cultural backgrounds, identities, lived experiences, perspectives, and ways of understanding the world enriches our community and enables us to best meet the public health needs of the United States and the world. Ongoing learning and development related to diversity allows for both individual and institutional growth, and is necessary to foster and sustain a culture of inclusion. To achieve this, we are committed to ensuring equitable access to opportunities for learning, living, and working at the Harvard Chan School. We maintain an unwavering dedication to diversity, inclusion, and belonging as core to our institutional values and to actively counter, minimize, and address racism, sexism, xenophobia, homophobia, gender bias, and all forms of discrimination.

Learn more about the School’s mission, objectives, and core values and our diversity, inclusion, and belonging initiatives.

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, gender identity, sexual orientation, pregnancy and pregnancy-related conditions, or any other characteristic protected by law.