Staff Assistant III (Administrative Assistant)

Job description

Job Summary: For more than 100 years, the Department of Environmental Health (EH) has had a rich history of making important contributions to the understanding and improvement of public health through national and international leadership in research and education/training in environmental and occupational health. Through work in our laboratories, field studies, and large scale epidemiological studies, we explore the human health effects of environmental and occupational exposures. Our research provides the basis for environmental and occupational health policies and our teaching and mentoring produces world leaders who will continue to advance our knowledge of the impact of environmental and occupational exposures on human health.. Job-Specific Responsibilities: Reporting to the EH Assistant Director of Administration, the Administrative Assistant independently provides high-level administrative support to a group of highly productive tenure-track faculty in the Department of Environmental Health. This position exercises sound, independent judgment and discretion in prioritizing competing demands, resolving non-routine administrative issues, and safeguarding sensitive and confidential information to ensure smooth daily operations, effective administration, and clear communications. The Administrative Assistant independently manages a broad range of detailed, and often confidential administrative duties, exercising judgment and discretion in determining priorities and approach, including but not limited to: Independently manages and coordinates competing faculty calendars, exercising discretion in prioritizing appointments, meetings, and room reservations; plans, coordinates, and implements special projects, events, team/lab meetings and symposiums on behalf of faculty — including assisting with the department retreat and weekly department seminars — exercising judgment to resolve logistical issues with facilities, catering, and A/V, and drafting and disseminating related event communications materials Independently drafts and composes letters of recommendation, professional correspondence, and other written materials on behalf of faculty, exercising judgment regarding tone, content, and confidentiality; maintains and updates biographical materials, including CVs and biosketches, for each tenure-track faculty member Independently coordinates travel arrangements and itineraries; prepares, tracks, and processes expense reimbursements, exercising judgment to resolve discrepancies and ensure expenditures comply with University policy and approved faculty and departmental budgets; and serves as the department's subject-matter resource for tenure-track faculty on Harvard travel and reimbursement/Concur policy, interpreting and applying policy to resolve non-routine cases Manages and troubleshoots the department's conference room reservation system and shared office equipment; curates email lists and creates and distributes departmental announcements; oversees office supply inventory and incoming mail; and arranges visitor parking and passes for department visitors Serves as the IT point person for the department's tenure-track faculty, providing support for departmental operations and IT needs Other duties as assigned This position requires independent judgment, a high level of initiative, strong organizational and analytical skills, and the ability to exercise discretion in interpersonal and professional communications with faculty, staff, and external constituents. PLEASE NOTE: This position has a term appointment of 2 years from date of hire with the possibility of extension. Basic Qualifications: 3+ years of relevant experience is required; a combination of education and experience may be considered. Additional Qualifications and Skills: Bachelor's Degree Proficiency with Microsoft Office Suite Strong attention to detail Highly organized Excellent interpersonal and communication skills Previous experience in academia, research lab setting or health care environment will be highly valued as will in-depth experience working with faculty, staff, and assistants Prioritizes and delivers quality results in a high-volume office Excellent computer skills, including knowledge of Microsoft Office Suite Takes initiative and accomplishes tasks with minimal supervision, creatively solve problems with excellent organizational skills and attention to detail. Strong judgment under pressure, while negotiating competing and often time-sensitive priorities from multiple constituents in a varied and sometimes demanding office environment Excel at meeting deadlines and following through on projects. Ideal candidates will be high performing professionals with a can-do attitude and team spirit-they will be self-starters who enjoy providing administrative support to dynamic and complex groups of faculty, students, and staff Must be flexible, enthusiastic, open to and energized by change Appointment End Date: Two years from date of hire Standard Hours/Schedule: 35 hours per week Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position Pre-Employment Screening: Identity 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 position has been determined by school or unit leaders that some of the duties and responsibilities can be effectively performed at a non-Harvard location. The work schedule and location will be set by the department at its discretion and based upon operational needs. When not working at a Harvard or Harvard-designated location, employees in hybrid positions must work in a Harvard registered state in compliance with the University’s Policy on Employment Outside of Massachusetts . Additional details will be discussed during the interview process. Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment. Salary Grade and Ranges This position is salary grade level 053. Please visit Harvard's Salary Ranges to view the corresponding salary range and related information. Benefits Harvard offers a comprehensive benefits package that is designed to support a healthy work-life balance and your physical, mental and financial wellbeing. Because here, you are what matters. Our benefits include, but are not limited to: Generous paid time off including parental leave Medical, dental, and vision health insurance coverage starting on day one Retirement plans with university contributions Wellbeing and mental health resources Support for families and caregivers Professional development opportunities including tuition assistance and reimbursement Commuter benefits, discounts and campus perks Learn more about these and additional benefits on our Benefits & Wellbeing Page . EEO/Non-Discrimination Commitment Statement Harvard University is committed to equal opportunity and non-discrimination . We seek talent from all parts of society and the world, and we strive to ensure everyone at Harvard thrives. Our differences help our community advance Harvard's academic purposes. Harvard has an equal employment opportunity policy that outlines our commitment to prohibiting discrimination on the basis of race, ethnicity, color, national origin, sex, sexual orientation, gender identity, veteran status, religion, disability, or any other characteristic protected by law or identified in the university's non-discrimination policy . Harvard's equal employment opportunity policy and non-discrimination policy help all community members participate fully in work and campus life free from harassment and discrimination. By working at Harvard University, you join a vibrant community that advances Harvard's world-changing mission in meaningful ways, inspires innovation and collaboration, and builds skills and expertise. We are dedicated to creating a diverse and welcoming environment where everyone can thrive. Why join the Harvard T.H. Chan School of Public Health? The Harvard T.H. Chan School of Public Health is a world-renowned institution dedicated to advancing public health through cutting-edge research, education, and global collaboration. Our school is a special place to work because of its vibrant, mission-driven community, interdisciplinary approach, and commitment to addressing some of the most pressing health challenges worldwide. We foster a collaborative and inclusive work environment where innovation, continuous learning, and work-life balance are valued. Learn more about the School’s mission, objectives, and core values , our Principles of Citizenship , and about the Dean’s AAA vision about our school’s ongoing strategic initiatives.