Job Listings

Program Assistant

Harvard University
Job Location:
Cambridge, Massachusetts
Administrative Assistants
Faculty of Arts and Sciences


Job Summary

The Microbial Sciences Initiative (MSI) at Harvard University is an interdisciplinary science program aimed at furthering our comprehensive understanding of the richest biological reservoir of the planet, the microbial world. MSI is playing a leadership role in this emerging area by creating an organizational focal point for facilitating communication and collaboration among microbial scientists across departments and programs at Harvard and across scientific career stages. To help support this endeavor, MSI seeks an enthusiastic, collaborative, and self-directed individual to provide consistent and professional support to the Initiative.

Job-Specific Responsibilities

The Program Assistant is responsible for developing and upholding administrative and financial aspects of MSI.Overall, the Program Assistant providesfront-line support for MSI events (including occasional evenings and weekends); plays a key role in outreach, publicity, and student support; strategizes with the MSI leadership team to optimize events and programs; and performs a variety of administrative duties, working closely with the MSI Program Manager and Co-Directors throughout.

More specifically, the Program Assistant:

  • Assists with both on-campus and virtual event logistics for MSI programs including seminar series, symposia, chalk talks, etc.This may includecoordinating vendors, catering, visitor travel arrangements, space reservations, registration management, setting up and executing live-streaming, video editing and archiving, etc.
  • Prepares and updates MSI's financial and administrative records. This includes processing reimbursements and payments, ordering office supplies, marketing materials, photocopies, poster printing, etc.
  • Monitors theMSI generalmailbox.
  • Coordinates MSI internal workflow, including: scheduling, record keeping, hosting relevant meetings.
  • Organizes MSI digital presence: website, listservs, Twitter feed, video streaming & archives.
  • Addresses MSI graphic design needs by either generating event graphics OR coordinating with internal graphics teams for large projects.
  • Coordinates trainee-focused programs bytracking key dates/deadlines for secondary concentration and fellowships,serving as a point of contact for applicants, overseeing the intake of applications and administrative logistics,co-planning fellowship content,facilitating fellowship programming, assisting with logistics (e.g. poster printing), andcoordinating post-award processes.
  • Other administrative duties as required.
Basic Qualifications

Business training beyond high school or college background. 3+ years of administrative experience in an academic or related setting. Education beyond high school may count toward experience.

Additional Qualifications and Skills

This position requires excellent customer service and organizational skills, as well as a balance of administrative and event management expertise. The successful candidate will have strong computer skills, including proficiency with Microsoft Office, Outlook, and the ability to navigate multiple technology systems. Candidates must be highly motivated, solution-driven, take initiative and work well both independently and in a team approach. Must be flexible, energetic, diplomatic, and detail-oriented. Excellent verbal and written communication skills required. Ability to handle complex and confidential information with discretion. BA/BS preferred.

Additional Information
  • This position is 17.5 hours per week.
  • This is a one-year term position with the possibility of extension based on funding and satisfactory performance.
  • During the current period of COVID-19 related restrictions, this position may start as a remote position, with the transition to onsite in Cambridge when the office reopens. We continue to monitor the evolving COVID-19 and the lifting of restrictions. We appreciate your understanding and flexibility with our interview process. We will be conducting interviews virtually for selected candidates until further notice
  • Harvard is unable to provide visa sponsorship for this position.

FAS is committed to cultivating not only the diversity of our faculty, staff, and students but also in developing an "inclusive culture" that is vibrant, engaging, and encouraging of innovation as well as intellectual debate. We believe creating and maintaining an inclusive workplace allows employees from all backgrounds and walks of life to achieve their fullest potential. We also believe an inclusive culture is one that accepts, values and views as strength the difference we all bring to the workplace.

All formal offers will be made by FAS Human Resources.

Job Function
General Administration

USA - MA - Cambridge

Job Code
403033 Staff Assistant III


Microbial Sciences Initiative (MSI)

Time Status

Salary Grade

55 - Hvd Union Cler & Tech Workers

Pre-Employment Screening

17.5 hours per week

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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