Staff Assistant III (Administrative Assistant)

29-Aug-2024

Staff Assistant III (Administrative Assistant)

Harvard T.H. Chan School of Public Health

66636BR

Job Summary

The Department of Biostatistics is a very busy and diverse department focused on research and teaching. Our 60+ faculty are leaders in the development of statistical methods for clinical trials and observational studies, studies on the environment, computational biology, and genomics/genetics.  We offer degree programs in biostatistics, computational biology and data science; currently, more than 200 students are enrolled in these programs.

Reporting to the Assistant Director of Administration, the Administrative Assistant will provide administrative and clerical support for the Department of Biostatistics, performing a wide range of duties to ensure smooth daily operations, effective administration, and clear communications in a fast-paced, diverse educational and research environment. In addition to providing general support for the Department, the incumbent will provide administrative support for the National Studies on Air Pollution and Health (NSAPH) group and its PIs. This Administrative Assistant will work with minimal supervision performing a wide range of complex and confidential duties, which requires using multiple software applications including MS Office (Word, Excel and Powerpoint), Outlook calendar and email, Concur expense management, Zoom video conferencing, and other Harvard software and systems.

Position Description

Duties and responsibilities include, but are not limited to, the following:

Department of Biostatistics support (60%):

• Serves as the administrative contact for assigned department faculty members
• Arranges meetings among department faculty with internal and external participants; coordinates meeting dates, locations, etc.
• Arranges domestic and international travel and accommodations for department faculty and their affiliated trainees, in alignment with the Harvard Travel Policy, the Business Expense Reimbursement Policy, and other administrative and financial policies
• Compiles and prepares monthly corporate card reconciliation reports, as well as out-of-pocket expenses for reimbursement, including expenses from domestic and international travel for faculty and their affiliated trainees
• Provides assistance with room scheduling, catering, IT requests, updating CVs, PMCIDs, etc.
• Assists with Department events and other projects as needed
• Manages inventory and purchases of office and kitchen supplies
• Updates and regularly maintains department and faculty webpages
• Provides support for troubleshooting Zoom and AV technical issues
• Serves as liaison with Harvard operations, security, IT, etc. when needed
• Other duties as assigned

National Studies on Air Pollution and Health (NSAPH) group support (40%):

• Manages Professor Francesca Dominici’s calendar and schedules meetings, including research and project meetings for the NSAPH group
• Provides general administrative support to Professor Dominici, including but not limited to room scheduling, catering, IT requests, and supply ordering.
• Books and facilitates travel arrangements for Professor Dominici; processes corporate card reimbursements; submits all travel reimbursements; and ensures payment requests are submitted in proper format and in a timely manner
• Creates and maintains filing system(s) for Professor Dominici, both electronic and paper, as needed
• Regularly updates curriculum vitae, PMCID, and websites (Professor Dominici’s webpages and NSAPH group website)
• Maintains NSAPH members training documentation to ensure compliance with data provider and funder requirements.
• Provides onboarding and off-boarding support of NSAPH members to the research lab
• Provides support for NSAPH project management
• Performs other duties as assigned

The Staff Assistant will observe a hybrid schedule, working at least three days a week in the office.

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 preferred
• Harvard or other experience in academia
• Experience providing complex administrative support in a high-profile environment with tact and diplomacy
• Solid working knowledge of office processes and related computer software and electronic communications tools
• Experience providing complex administrative support in a high-profile environment with tact and diplomacy
• Solid working knowledge of office processes and related computer software and electronic communications tools
• Experience working independently with minimal supervision
• Experience handling complex and confidential information with discretion
• Excellent computer skills, including proficiency with MS Office applications and web-based applications preferred
• Experience being a flexible team player who can assist with other departmental duties
• Strong communication and interpersonal skills
• Works well across teams in supporting a variety of projects and constituencies preferred
• Experience working in a fast-paced environment with multiple priorities
• Strong organizational skills and attention to detail
• Strong judgement & discretion dealing with confidential information

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.

----------

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

Biostatistics

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.

LinkedIn Recruiter Tag (for internal use only)

#LI-JW1