Staff and Operations Assistant

Harvard Medical School

Boston, MA

ID: 7179115 (Ref.No. hh-63685BR)
Posted: September 15, 2023
Application Deadline: Open Until Filled

Job Description

Position Description
The Family Van/Mobile Health Map Program of Harvard Medical School is seeking a Staff Assistant to join our team to ensure that our program runs smoothly and efficiently and provide a variety of administrative duties for program success.

The Family Van is a mobile clinic founded in 1992 that works with low-income Boston communities to improve the health and well-being of residents and their families. By taking preventive health care directly to medically underserved neighborhoods, The Family Van improves health outcomes among people whose needs are not fully met by the traditional healthcare system. This innovative health care delivery model is grounded in clinical evidence and has demonstrated improvements in important health outcomes.

Mobile Health Map (MHM), is a national collaborative that helps mobile clinics measure, improve, and communicate their impact. Our innovative digital resources have allowed mobile clinics across the country, (an estimated 3,000, to model their cost-effectiveness and impact, paving the way for mobile clinics to establish themselves as critical components of the healthcare system.

This individual works under the supervision of the Assistant Director of Finance and Operations, while supporting the entire team in a fast-paced work environment with multiple conflicting priorities and is expected to be able to work individually and collaboratively. The candidate for this role is a process-oriented, strategic thinker who anticipates and proactively resolves problems, excels at multi-tasking, is a team player, is flexible and adaptable, and has strong project management and data management skills.

Duties include the following:
  • Provide administrative support to the Executive Director including calendar management, travel arrangements, and expense reporting.
  • As the initial point of contact for phone calls and emails from a wide variety of stakeholders, provide prompt, personable customer service.
  • Schedule and organize meetings, including bi-weekly staff meetings, reserving rooms as needed.
  • Develop and distribute agendas, take accurate and concise notes, and ensure timely follow-up on the meetings’ action items.
  • Maintain team calendar and communicate changes to staff, volunteers, and collaborators.
  • Perform accounts payable and general finance duties, including entering invoices and vendor set-up requests in Buy2Pay system charging expenses to appropriate funds.
  • Maintain databases of donor, volunteer, and collaborator data in compliance with confidentiality and security policies.
  • Prepares materials for fundraisers and donors, including donor acknowledgment letters and recording gifts in Salesforce, printing and mailing of annual appeal letters, holiday cards, and other mailings.
  • Assist with human resource-related tasks such as CORI check requests, training/professional development registrations, staff norms, and guideline documents. 
Basic Qualifications
2+ years of experience in an administrative support role(s) and/or related experience is required.
Additional Qualifications and Skills
  • Education beyond high school may count toward experience. Bachelor’s degree preferred.
  • Very comfortable using Microsoft Outlook, Word, Excel, and Powerpoint.
  • Must be highly organized, and detail-oriented with excellent planning abilities.
  • Strong written (especially email) communication skills. Strong grammar and spelling, attention to detail.
  • Ability to manage multiple, competing priorities in a dynamic environment.
  • Superb interpersonal and relationship-building skills; ability to work collaboratively with a diverse group of individuals in the program and externally.
  • High level of integrity, respect for the confidential nature of the work, and extraordinary work ethic.
  • Must be able to take initiative and work independently to make decisions, meet deadlines, and also be a strong team player.
Additional Information
This is a term position with an end date of 06/30/2024, with the possibility of extension, contingent upon work performance and continued funding to support the position. 

This position is based in Boston and some in-person on-campus work will be required, and flexible/remote work is an option. Any remote work must be performed in a state in which Harvard is registered to do business (CA*, CT, GA, IL, MA, MD, ME, NH, NJ, NY, RI, VA, VT, and WA). Individual flexible and remote work options for this role will be discussed during the interview process. *Note: Harvard employees working in California must be exempt.

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.

Please note that we are currently conducting a majority of interviews and onboarding remotely and virtually. We appreciate your understanding.

The Harvard Medical School is not able to provide visa sponsorship for this position.

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Commitment to Equity, Diversity, Inclusion, and Belonging
We are committed to cultivating an inclusive workplace culture of faculty, staff, and students with diverse backgrounds, styles, abilities, and motivations. We appreciate and leverage the capabilities, insights, and ideas of all individuals. Harvard Medical School Mission and Community Values
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.

Harvard Medical School strives to cultivate an environment that promotes inclusiveness and collaboration among students, faculty and staff and to create new avenues for discussion that will advance our shared mission to improve the health of people throughout the world.