Job Listings

Staff Assistant III (Administrative Assistant)

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

65360BR

Job Summary
The Department of Global Health and Population - Health Systems Group at the Harvard T.H. Chan School of Public Health is recruiting a new Administrative Assistant. The Administrative Assistant will work under the guidance of Professor Rifat Atun, the Principal Investigator (PI), to engage in a series of administrative and organizational activities within the Health Systems Innovation Lab (HSIL) to support HSIL Research, Innovation, Teaching and Translational Activities.  

Position Description
The Administrative Assistant will conduct the following administrative and organizational duties and responsibilities within an agreed timeframe with the PI and research team for sponsored programs within HSIL:

Duties and responsibilities include but are not limited to:
  • Reserve meeting rooms and provide scheduling support as needed
  • Maintains HSIL Outlook calendar
  • Develop meeting minutes as needed
  • Arrange for HSPH guest passes as needed
  • Update lab website
  • Maintain Social Media Strategy; develop social media content; track social media performance using agreed metrics
  • Develop a new HSIL report template
  • Provide design assistance and proofread HSIL PowerPoint presentations
  • Provide design assistance and proofread HSIL Reports
  • Provide logistics support for all HSIL events (conferences, seminars, launches) guided by the development and monitoring of a logistical plan
  • Maintain and organize the HSIL knowledge hub, Dropbox
  • Develop a welcome package to be shared with new HSIL members
  • Develop and implement new administrative systems as needed
  • Maintain the Master HSIL project management spreadsheet¬†
  • Provide for smooth day-to-day flow of communications within HSIL
Coordination Duties: These tasks relate to facilitating collaboration, and ensuring effective communication among team members, departments, or external entities.
  • Share all meeting invitations with Zoom/Microsoft Teams links
  • Engage appropriate lab meetings to develop and share meeting agendas with outcomes for every meeting organized
  • Serve as the principal source of information on established HSIL policies and practices to new HSIL members, staff, and students
  • Screen and organize all applicants to HSIL in accordance with the ARO policy
  • Onboard all new HSIL members in accordance with the HSIL ARO policy
  • Liaise with relevant staff in GHP to ensure coordination of HSIL research and teaching activities
  • Engage Associate Director to draft Scope of Work documents for key personnel and engage HR for their efficient onboarding
  • Coordinate the development of the HSIL Annual Report 2024
The Administrative Assistant will also perform other duties as assigned.

PLEASE NOTE: This position has a term appointment of 1 year from date of hire, with the possibility of extension. Finalists  will be required to submit a writing sample.

Basic Qualifications
  • 3+ years of experience is required; a combination of education and experience may be considered
Additional Qualifications and Skills
The following job-specific skills and competencies are preferred:
  • 3+ years experience
  • Adobe Creative Suite -- Illustrator and InDesign skills
  • Microsoft Office Suite
  • Interpersonal skills, emotional intelligence, very strong written and verbal communication skills, diligent and organized, conveys integrity, experience working well with and communicate across culture
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
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.
----------

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.

About Us

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
Health Systems Group

Union
55 - Hvd Union Cler & Tech Workers

Time Status
Full-time

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.

LinkedIn Recruiter Tag (for internal use only)
#LI-JW1
HigherEd360 is part of the HigherEdJobs network.