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Harvard University Staff Assistant III in Cambridge, Massachusetts

54318BRAuto req ID:54318BRJob Code:403033 Staff Assistant III Location:USA - MA - Boston Business Title:Staff Assistant III (Project Assistant, Primary Health Care & Safe Surgery/Safe Systems)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 work experience is required; a combination of education and experience may be considered

Additional Qualifications and Skills:

  • Bachelor’s Degree is preferred

  • Business training beyond high school or college background preferred

  • Experience working in matrixed environment is a plus

  • Experience with Microsoft Office Suite strongly preferred

  • Familiarity with the Google information environment is valuable (e.g. Google Docs, Google Sheets, Google Drive, etc.) preferred

  • Experience with the set-up of video and audio conference calls and virtual meetings preferred

  • Experience with personal computers, spreadsheet, graphic, and database programs preferred

  • Written and verbal communication skills preferred

  • Project management skills preferred

  • Positive, flexible, professional, and a can-do attitude preferred

  • Works effectively independently and utilize strong interpersonal skills to problem-solve complex issues preferred

  • Meets competing deadlines on time and with high caliber deliverables preferred

  • Handles complex and confidential information with discretion preferred

  • Office administration and customer service skills preferred

  • Willingness/desire to learn project content preferred

    Our core values are:

  • Respect for the Ariadne Labs mission, our community, each other, and ourselves;

  • Stewardship of our work and resources;

  • Pursuit of excellence, with a focus on continual improvement;

  • A belief in a collaborative, multidisciplinary approach to our work;

  • A commitment to meaningful diversity and inclusion in our work and in the Ariadne Labs community.

Additional Information: 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 (https://www.hsph.harvard.edu/about/mission/) and our diversity, inclusion, and belonging (https://www.hsph.harvard.edu/diversity/20-21-initiatives/) initiatives.


Harvard University offers an outstanding benefits package including:

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

  • Medical/Dental/Vision: Excellent and affordable medical, dental & vision plans, with coverage beginning as of an employee's start date.

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

  • Tuition Assistance & Reimbursement Programs: $40 per class at the Harvard Extension School, discounted options through participating Harvard graduate schools, and reimbursement options for accredited schools outside of Harvard.

  • Transportation: 50% discount on MBTA passes, as well as additional options (rideshare, biking, etc.) to assist employees in their daily commute.

  • Wellness & Professional Development: Programs and classes at little or no cost, including stress management, hard & soft skills development, career planning, massages, nutrition, meditation, and complimentary health services. Additionally, access to Harvard athletic facilities, libraries, campus events -- and many discounts for various cultural and leisure activities 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!


  • 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.

Department:Ariadne LabsPre-Employment Screening:Identity Job Function:General Administration Job-Specific Responsibilities: Duties and responsibilities include, but are not limited to, the following:

  • Perform administrative duties under moderate supervision

  • Assist with the planning of meetings including ordering catering, booking travel for participants, and room set­up

  • Develop, format, and maintain slides, documents, tracking systems, and other materials developed by the program team

  • Schedule, coordinate, and execute meetings, webinars and virtual meetings with project teams

  • Schedule and coordinate meetings and conference calls including preparing meeting materials and taking minutes

  • Coordinate travel logistics for team members and external partners once needed. Logistics includes, but are not limited to, arranging flights, hotels, meetings, and visas. Serves as principal internal and external administrative contact for stakeholders.

  • Prepare expense reports and work with grants management to ensure expenses are reimbursed in a timely manner compliant with organization and donor requirements.

  • Coordinate the Program Directors’ schedule and provide general administrative support

  • Prepare written responses to routine inquiries

  • Assist with the development of project work plans, timelines, and reports to funders; Track project deliverables

  • Communicate effectively with internal partners to move the work forward; Respond professionally to program inquiries; Maintain contact information for network of external collaborators, partners, and project stakeholders

  • Represent Ariadne Labs professionally with staff, guests, donors, callers, and external visitors; greet guests, candidates, and donors

  • Process expenses and reimbursements for business-related travel and memberships

  • Maintain databases and filing systems which includes version control and organization of the program’s knowledge management

  • Responsible for overseeing the technical aspects and triaging IT-related issues as they arise

  • Handle requests for information and data

  • Perform other related duties and responsibilities as required; provide cross coverage as needed

    PLEASE NOTE: This is a benefits-eligible position with a 40 hour work week and a term appointment of 1 year from date of hire with the possibility of extension.

PLEASE NOTE: Shortlisted candidates may be required to submit a writing sample and/or administer a skills test as part of the interview process.

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 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: Ariadne Labs is a joint center for health systems innovation at Brigham and Women’s Hospital and the Harvard T.H. Chan School of Public Health. Our goal is to drive scalable solutions for better care at critical moments in people’s lives everywhere. Better care means better health outcomes, lower costs, and more actual caring. Critical means solving health systems failures that have major impact, typically touching people by the millions. Ariadne Labs currently has research programs in the areas of childbirth, surgery, palliative care, and primary health care.

The Primary Health Care (PHC) portfolio at Ariadne Labs contains multiple interconnected projects, including the PHC Performance Initiative (PHCPI) which aims to catalyze improvement in PHC in low and middle-income countries through more and better measurement, country engagement and effective knowledge management. The PHC team also collaborates with country partners in Estonia, Ukraine and India, as well as local partners in Massachusetts, to assess country and state-level primary health care systems, and design and implement improvement strategies. The PHC portfolio is expanding rapidly, with active work in multiple countries, and deepening relationships with collaborating partners around the globe.

The Safe Surgery and Safe Systems Program (SS/SS) is the steward of one of Ariadne’s most broadly accepted interventions, the Surgical Safety Checklist. Beyond spreading the Safe Surgery Checklist, the SS/SS Program also holds a portfolio of work that includes efforts to Reduce surgical complications and associated surgical mortality and improve patient outcomes worldwide, as well as improve hospital-based patient care systems that cross professions, physical spaces, and teams. The SS/SS team includes the Director of the Program, the Assistant Director, 4-5 part-time faculty members, 3-4 research fellows, and 1 Project Manager.

The Project Assistant (PA) will be a member of the Ariadne Labs’ PHC (50%) and SS/SS (50%) teams, which includes physicians, researchers, and project managers. The PA will be supervised by the Associate/Assistant Directors of both Programs, but will work closely with others on the team. The PA will be assigned to support specific projects within the PHC and SS/SS portfolios, and will perform and coordinate a range of program support activities and tasks as well as general support to the PHC and SS/SS teams.

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