Job Listings

Staff Assistant III (Program Assistant, HOPE)

Company:
Harvard University
Job Location:
Cambridge, 02138
Category:
Administrative Assistants
Type:
Full-Time
Harvard T.H. Chan School of Public Health

64862BR

Job Summary
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 Health Outcomes around Pregnancy and Exposure to HIV/Antiretrovirals (HOPE) cohort study will enroll and follow ~1630 young women living with HIV (WLHIV) at US clinical sites including Puerto Rico, leveraging the Pediatric HIV/AIDS Cohort Study (PHACS) network to explore multilevel determinants influencing the health of WLHIV.

Position Description
The Project Assistant will provide administrative support to the Health Outcomes around Pregnancy and Exposure to HIV/Antiretrovirals (HOPE) cohort study. The Assistant will report to the HOPE Senior Project Manager and work closely with the HOPE Protocol Co-Chairs/PIs. The position requires multi-tasking, providing accurate and timely results with attention to detail, and prioritizing and managing competing deadlines.

Duties and responsibilities include, but are not limited to, the following:
  • Scheduling and coordinating communication concerning HOPE team meetings and related calls, including querying meeting attendees for available times and agenda items; booking meeting space as needed; sending meeting invitations and communication reminders to the HOPE team; troubleshooting and supporting triage to Zoom meetings; supporting the creation of meeting minutes; and ensuring that all required equipment and materials are organized and/or reserved and in-place at the time of the meeting
  • Administering the 16 HOPE sub-awards, including processing any amendments and invoices
  • Developing a basic understanding of the HOPE protocol, and HOPE and PHACS infrastructure and operations
  • Updating and maintaining HOPE project resources and tools, as needed
  • Supporting grant submission and NIH reporting processes, including managing and reviewing biosketches, enrollment reports, references and letters of support
  • Supporting administrative tasks related to regulatory and compliance for HOPE
  • Ordering and processing HOPE-related purchases including study participant remuneration
  • Providing general administrative support of HOPE activities
  • Support the HOPE Publications process, including managing the HOPE EndNote library, and holding primary responsibility for its maintenance and updating; and annual updating of the acknowledgements list for publications
PLEASE NOTE: This position has a term appointment of February 28, 2026 with the possibility of extension.

Basic Qualifications
  • 3+ years of related experience required; a combination of education and experience may be considered
Additional Qualifications and Skills
The following job-specific skills and competencies are preferred:
  • Bachelor's degree strongly preferred
  • Competency using MS Office Suite, EndNote, video conferencing software, and Adobe
  • Excellent communication skills, including verbal and written  
  • Comfortable and successful working independently and in teams
  • Comfortable working with people from various backgrounds, in various roles, and with differing inter-personal styles and methods
  • Experience exercising attention to detail and multi-tasking in a fast-paced environment
  • Excellent organizational skills with ability to prioritize in an environment with multiple and conflicting interests
  • Experience supporting or familiarity with finance/budget management a plus
  • Interest in working on research engaging with persons with lived experiences of HIV a plus
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
  • Experience fostering and reinforcing an environment that values unique experiences, cultures, backgrounds, and goals
Additional Information
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 waived for any internal Harvard employee transfers.
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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.

Work Format Details
This is a hybrid position that is based in Massachusetts. Additional details will be discussed during the interview process. All remote work must be performed within one of the Harvard Registered Payroll States, which currently includes Massachusetts, Connecticut, Maine, New Hampshire, Rhode Island, Vermont, Georgia, Illinois, Maryland, New Jersey, New York, Virginia, Washington, and California (CA for exempt positions only). Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

Benefits
We invite you to visit Harvard's Total Rewards website (https://hr.harvard.edu/totalrewards) 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.
Job Function
General Administration

Department Office Location
USA - MA - Boston

Job Code
403033 Staff Assistant III

Work Format
Hybrid (partially on-site, partially remote)

Sub-Unit
*

Salary Grade
053

Department
Epidemiology

Union
55 - Hvd Union Cler & Tech Workers

Time Status
Full-time

Appointment End Date
28-Feb-2026

Pre-Employment Screening
Identity

Commitment to Equity, Diversity, Inclusion, and Belonging
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, our Principles of Citizenship, and our diversity, inclusion, and belonging initiatives.

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.

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