Faculty Assistant
Company:
Harvard University
Job Location:
Cambridge, 02138
Category:
Administrative Assistants
Type:
Full-Time
Harvard Medical School
63698BR
Position Description
The HMS Center for Bioethics brings together the rich intellectual resources of the medical school faculty with health professionals and scientists from our affiliated teaching hospitals, departments across Harvard, and colleagues from other institutions worldwide to ensure that scientific progress, medical therapeutics, and health care practices proceed hand-in-hand with a reflection about the profound moral questions raised by advances in the life sciences. Our mission is to use these resources to execute our vision in teaching, service, and scholarship. Reporting to the Director of Administration and supporting the Director and Associate Director, with limited support for up to three additional core and/or research faculty, the faculty assistant provides a wide range of complex office administration and support at the Center for Bioethics.
Candidate must have the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality. The candidate must be flexible with a high level of organizational and interpersonal skills, attention to detail, diplomacy, and a demonstrated ability to simultaneously handle multiple tasks and changing priorities.
Specific responsibilities:
5+ years of related experience in an academic, executive support, research, or medical environment.
Additional Qualifications and Skills
This is a two-year term position from the date of hire, with the possibility of extension, contingent upon work performance and continued funding to support the position.
This position is based in Boston and some in-person on-campus work will be required, and flexible/remote work is an option. Any remote work must be performed in a state in which Harvard is registered to do business (CA*, CT, GA, IL, MA, MD, ME, NH, NJ, NY, RI, VA, VT, and WA). Individual flexible and remote work options for this role will be discussed during the interview process. *Note: Harvard employees working in California must be exempt.
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.
Please note that we are currently conducting a majority of interviews and onboarding remotely and virtually. We appreciate your understanding.
The Harvard Medical School is not able to provide visa sponsorship for this position.
Not ready to apply? Join our talent community to keep in touch and learn about future opportunities!
Benefits
We invite you to visit Harvard's Total Rewards website to learn more about our outstanding benefits package, which may include:
General Administration
Department Office Location
USA - MA - Boston
Job Code
403038 Staff Assistant III-Specialist
Work Format
Hybrid (partially on-site, partially remote)
Department
Center for Bioethics
Sub-Unit
*
Time Status
Full-time
Salary Grade
054
Union
55 - Hvd Union Cler & Tech Workers
Pre-Employment Screening
Identity
Schedule
35 hrs. per week | Monday - Friday | 9:00 am - 5:00 pm
Commitment to Equity, Diversity, Inclusion, and Belonging
We are committed to cultivating an inclusive workplace culture of faculty, staff, and students with diverse backgrounds, styles, abilities, and motivations. We appreciate and leverage the capabilities, insights, and ideas of all individuals. Harvard Medical School Mission and Community Values
EEO Statement
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.
63698BR
Position Description
The HMS Center for Bioethics brings together the rich intellectual resources of the medical school faculty with health professionals and scientists from our affiliated teaching hospitals, departments across Harvard, and colleagues from other institutions worldwide to ensure that scientific progress, medical therapeutics, and health care practices proceed hand-in-hand with a reflection about the profound moral questions raised by advances in the life sciences. Our mission is to use these resources to execute our vision in teaching, service, and scholarship. Reporting to the Director of Administration and supporting the Director and Associate Director, with limited support for up to three additional core and/or research faculty, the faculty assistant provides a wide range of complex office administration and support at the Center for Bioethics.
Candidate must have the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality. The candidate must be flexible with a high level of organizational and interpersonal skills, attention to detail, diplomacy, and a demonstrated ability to simultaneously handle multiple tasks and changing priorities.
Specific responsibilities:
- Executive support for the Center Director and Associate Director: Manage complex calendars with extensive knowledge of availability and priorities including scheduling meetings, prioritizing appointments, and coordinating individual calendars across institutions. Make travel arrangements and prepare clear travel itineraries. Continuously maintain CVs, adding information as it arises in the course of work. Communicate professionally and effectively to internal and external parties on behalf of the Center Director and Assistant Director. Prepare expense reports and forms for reimbursement. Provide inbox support including identifying and tracking time-sensitive or top-priority emails to ensure they are addressed, drafting/editing correspondence for a wide array of audiences, proactively handling scheduling requests, and unsubscribing from spam/unwanted subscriptions. Draft letters for revision using templates and coordinate subsequent editing as needed. Track process for faculty recommendation letters, to ensure timely completion and submission of letters
- Light calendar support for up to 3 additional faculty.
- Provide general office support as needed. Includes opening and sorting mail; answers Center phone and triages Center email inquiries, greets visitors to the Center, schedules rooms. Maintains office supplies including organizing and maintaining storage spaces and ensuring adequate supplies at all times. Procurement and tracking of individuals (computers, screens, keyboards, etc.) and shared office equipment.
- Maintains shared workspaces and meeting rooms of Center offices, ensuring neatness and cleanliness and availability of computer peripherals at each workstation. Serves as liaison to facilities and IT for routine office issues and repairs reporting issues and tracking progress to completion. Monitors reservations of Center rooms and workspaces, sets up recurring space reservations, and assists staff and faculty with reservations as needed.
- General program assistance such as website updates, assisting with events/conferences, meetings/seminars, lectures/public forums, reserving rooms and media services, maintaining office and desk use reservation schedules, manages process for Center Member applications and renewals.
- On and offboarding of staff, including ensuring access to appropriate office supplies and equipment, as well as office systems (e.g., calendar, slack, etc).
- Contributes to the goals of the Center by accomplishing other duties as needed.
5+ years of related experience in an academic, executive support, research, or medical environment.
Additional Qualifications and Skills
- Bachelor's degree or equivalent professional experience preferred.
- Strong Microsoft Office skills, knowledge of Dropbox, and Zoom, along with willingness to learn new programs and systems as needed.
- Advanced understanding and experience with administrative functions, processes, and systems.
- Excellent attention to detail and interpersonal, verbal, and written communication skills.
- Ability to work well with a team while also making decisions independently.
- Experience with project management.
- Must be a professional, proactive, creative, collaborative, and conscientious individual.
- Proven ability to handle sensitive material and information with discretion.
This is a two-year term position from the date of hire, with the possibility of extension, contingent upon work performance and continued funding to support the position.
This position is based in Boston and some in-person on-campus work will be required, and flexible/remote work is an option. Any remote work must be performed in a state in which Harvard is registered to do business (CA*, CT, GA, IL, MA, MD, ME, NH, NJ, NY, RI, VA, VT, and WA). Individual flexible and remote work options for this role will be discussed during the interview process. *Note: Harvard employees working in California must be exempt.
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.
Please note that we are currently conducting a majority of interviews and onboarding remotely and virtually. We appreciate your understanding.
The Harvard Medical School is not able to provide visa sponsorship for this position.
Not ready to apply? Join our talent community to keep in touch and learn about future opportunities!
Benefits
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
Department Office Location
USA - MA - Boston
Job Code
403038 Staff Assistant III-Specialist
Work Format
Hybrid (partially on-site, partially remote)
Department
Center for Bioethics
Sub-Unit
*
Time Status
Full-time
Salary Grade
054
Union
55 - Hvd Union Cler & Tech Workers
Pre-Employment Screening
Identity
Schedule
35 hrs. per week | Monday - Friday | 9:00 am - 5:00 pm
Commitment to Equity, Diversity, Inclusion, and Belonging
We are committed to cultivating an inclusive workplace culture of faculty, staff, and students with diverse backgrounds, styles, abilities, and motivations. We appreciate and leverage the capabilities, insights, and ideas of all individuals. Harvard Medical School Mission and Community Values
EEO Statement
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.
