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Harvard University Staff Assistant III (Administrative Assistant) in Cambridge, Massachusetts

53493BRAuto req ID:53493BRJob Code:403033 Staff Assistant III Location:USA - MA - Boston Business Title:Staff Assistant III (Administrative Assistant)Sub-Unit:------------ Salary Grade (https://hr.harvard.edu/salary-ranges#ranges) :053Time Status:Full-time Union:55 - Hvd Union Cler & Tech Workers Basic Qualifications:

  • 3+ years of related experience required; a combination of education and experience may be considered

Additional Qualifications and Skills:

  • Bachelor's Degree strongly preferred

  • Experience and comfortability with using multiple computer systems & especially Microsoft Office Suite

  • Experience with systems such as Adobe, Concur, Buy2Pay, WordPress preferred

  • Experience and comfortability working in a fast-paced, multi-deadline driven environment preferred

  • Experience working with and/or understanding of IRB (Institutional Review Board) process and ESTR system is a strong plus

  • Experience working in and/or interested in a research, medical, academia, or public health setting is a plus

  • Excellent written, verbal, and interpersonal communication skills preferred

  • Highly organized with a strong attention to detail and accuracy preferred

  • Experience organizing work in support of others, defining priorities, taking initiative, and meeting deadlines preferred

  • Experience working independently under minimal supervision and as part of a team preferred

Additional Information:

  • Harvard University requires pre-employment reference checks and background screenings.

  • This position has a 90 day orientation and review (O&R) period. The O&R period will be waived for any internal Harvard employee transfers.

  • The Harvard T.H. Chan School of Public Health does not provide visa sponsorship for administrative and staff positions.


The Harvard T.H. Chan of Public Health is dedicated to building a diverse community of individuals who are committed to contributing to an inclusive environment – including fostering respect for all, serving the greater good, and welcoming individuals from diverse backgrounds, experiences, and perspectives. To learn more about the Chan School’s mission, objectives, and core values, please visit our website here (https://www.hsph.harvard.edu/orientation/harvard-chan-core-values/) .

Harvard offers an outstanding benefits package including:

  • Time Off: 3- 4 weeks paid vacation, paid holiday break, 12 paid sick days, 11.5 paid holidays, and 3 paid personal days per year.

  • Medical/Dental/Vision: We offer a variety of excellent medical plans, dental & vision plans, all coverage begins as of your start date.

  • Retirement: University-funded retirement plan with full vesting after 3 years of service.

  • Tuition Assistance Program: Competitive tuition assistance program, $40 per class at the Harvard Extension School and discounted options through participating Harvard grad schools.

  • Transportation: Harvard offers a 50% discounted MBTA pass as well as additional options to assist employees in their daily commute.

  • Wellness Options: Harvard offers programs and classes at little or no cost, including stress management, massages, nutrition, meditation and complimentary health services.

Harvard access to athletic facilities, libraries, campus events and many discounts throughout metro Boston.

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!Department:EpidemiologyPre-Employment Screening:Criminal, IdentityJob Function:General Administration Job-Specific Responsibilities:The Administrative Assistant will also be responsible for a range of detailed and confidential administrative duties including, but not limited to, the following:

  • Provide administrative, operational, and financial support for the department, and a portfolio of faculty

  • Manage calendars and provide scheduling support

  • Prepare and process corporate card expense reports, reimbursements, invoices, and other payments

  • Assist with departmental onboarding process and new hire I-9 completion

  • Maintain CVs and biosketches

  • Draft and edit correspondences and documents, such as letters of recommendations

  • Coordinate purchasing and ordering supplies

  • Coordinate travel arrangements (when normal operations resume)

  • Assist with event coordination

  • Assist with communications, including updating websites, curating email lists, creating and distributing announcements

  • Maintain conference room resevation systems and office equipment

  • Support departmental projects as needed

  • May assist with IRB (Institutional Review Board) process, grant proposals, technical reports, and scientific articles

  • Other related duties as assigned

PLEASE NOTE: Occasional night and/or weekend work may be required.

PLEASE NOTE: The primary work location for this position is Boston, Massachusetts. Until our return to campus, which is still to-be-determined, this interview process and position will be conducted virtually – including virtual interviews, remote onboarding, and remote work. The remote nature of this position is only temporary. Local, on-campus work will be required as a condition of continued employment once the School and this role return to an operational status that supports it.School/Unit:Harvard T.H. Chan School of Public Health 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.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 Administrative Assistant will provide administrative and financial support to the department's administration team and junior faculty. This position is responsible for performing a wide range of duties to ensure smooth daily operations, effective administration, and clear communications. This position will require multi-tasking, providing accurate and timely results with attention to detail, and prioritizing and managing competing deadlines.

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