Job Listings

Staff Assistant III (Faculty Assistant)

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

65659BR

Job Summary
The Harvard Center for Population and Development Studies (HCPDS) is a university-wide initiative, dedicated to interdisciplinary research focused primarily on the quantitative social science of population change, socioeconomic development, and public health. Our goal is to produce population-based evidence that will better inform policies
needed to create healthy and vital societies.

We seek a Faculty Assistant (FA) to join our inclusive, upbeat, and integrated administrative team whose function is to support our mission and the work of our researchers. In this role, the successful candidate is responsible for a wide range of administrative duties for Harvard Chan School Professors Laura Kubzansky and SV Subramanian. The FA will also provide general support for HCPDS seminars and projects, plus backup for the office manager. 
This is a full-time, one year term appointment starting summer 2024 (preferably July 15) with likelihood of renewal.
This role is offered as a hybrid (combination of onsite and remote) where the FA is required to be onsite a minimum of 2 days a week in Cambridge, MA. Candidates are asked to visit the HCPDS websites for more information on our mission and work: www.hsph.harvard.edu/cpds

The Harvard Center for Population and Development Studies participates in the University's Green Office Program and is committed to creating a more sustainable, healthy workplace. Our vision is rooted in our shared responsibility to build and operate a campus that contributes to the well-being of every member of our community-and ultimately to the health of the planet. For more information, see the https://green.harvard.edu/campaign/our-plan

Position Description
Specific duties related to assistance for Professors Kubzansky and Subramanian:
  • Provide strategic and thoughtful management of their respective calendars including scheduling in-person and remote appointments, confirming availability of meeting participants, booking space, sending reminders, and proactively troubleshooting scheduling conflicts. Assist with agenda preparation. Periodically may be required to take meeting notes.
  • Update CVs, publications' list, bibliographies, and other standard biographical documents needed for grant submissions, reports, and faculty profile web pages. Assist with Endnotes and other bibliography programs.
  • Composes, edits, and manages correspondence including editing and submitting reference letters and responding to cold inquiries.
  • Prepare expense reports and assist with monthly expense reconciliation.
  • Coordinate travel including booking flights and hotel.
  • Provide various admin support for Prof Kubzansky and Prof Subramanian's grant proposals and specific research projects.
Specific duties related to HCPDS general assistance:
  • Assist the HCPDS program team with planning and execution of multiple seminars and events, as well assist the communications coordinator with website updating and social media posts.
  • Provide support for the center's graduate student affiliate program which can include planning events, workshops, and corresponding/meeting with the students.
  • Share front-desk responsibilities including answering main line, plus greeting and directing visitors and vendors.
  • As time allows, perform administrative tasks related to Center-wide team building events (lunches, annual outing), grant submissions, and special projects (e.g. researching new software platforms to test).
  • 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.

PLEASE NOTE: Please submit both a resume and cover letter when applying. Applications received without a cover letter will not be considered.

Basic Qualifications
  • 3+ years of relevant 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:
  • Bachelor's Degree strongly preferred or an equivalent of education plus relevant business experience with strong customer service and communication skills -- both verbal and written
  • Previous experience in academia
  • Experience working with/supporting faculty, staff, and related stakeholders
  • Experience with Endnote, Qualtrics, and Wordpress (or similar)
  • Professional experience using Microsoft Office applications including Outlook, Word, Excel, and PowerPoint in a Mac OS environment as well as Office 365 collaboration tools (Teams, SharePoint, OneDrive, etc.)
  • High level of independent judgment, initiative, discretion, collegiality, professionalism, confidentiality, and attention to detail
  • Effectively prioritize work for multiple supervisors
  • Strong interpersonal and writing skills
  • Experience with triaging and prioritizing a high volume of time-sensitive tasks and communications. Must excel at meeting deadlines
  • The ideal candidate will be flexible, warm, and enthusiastic
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.
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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
Center for Population and Development Studies

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.
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