Staff Assistant III

Harvard Medical School

Boston, MA

ID: 7180202 (Ref.No. hh-63712BR)
Posted: September 19, 2023
Application Deadline: Open Until Filled

Job Description

Position Description
The Staff Assistant is expected to perform a wide range of complex and confidential administrative support duties. The Staff Assistant will manage a multifaceted portfolio and provide administrative support to multiple faculty members. The Staff Assistant will be a liaison between each faculty member and their research teams, University constituents as well as external contacts (government agencies, external committees and organizations, media, etc.). Will be expected to accommodate all administrative needs of the portfolio.

Tasks include but are not limited to: managing calendars, arranging meetings/appointments, booking travel, managing and tracking faculty expenses and reimbursements, coordinating travel, and maintaining the NIH biographical sketch and faculty CVs. Other responsibilities include arranging meetings, making seminar arrangements for invited speakers, processing travel reimbursements and honoraria payments, as well as organizing workshops/conferences.

The Staff Assistant must have excellent knowledge of multiple technical applications including Word, PowerPoint, Excel, Outlook, PubMed, EndNote, and Adobe. HCP hosts many brown bags, seminar series, conference calls, and guests, so the Staff Assistant must be able to proficiently organize these meetings and be available to welcome guests and oversee the meetings

This position is part of the HCP Administrative Core Team which requires support on a department level. This position will report directly to the Executive Director. This position will also work closely with the HCP Finance team.
Basic Qualifications
Three or more years of related experience in an administrative and/or professional setting. Education beyond high school may count towards experience.
Additional Qualifications and Skills
  • Bachelor's degree preferred.
  • The ability to prioritize multiple tasks, meet deadlines, and organize complex projects.
  • Must be very detail-oriented.
  • The ideal candidate is expected to work both independently and as part of a team.
  • It is essential the candidate has the ability to utilize the principles of teamwork.
  • Must be a quick learner and capable of working independently in a fast-paced work environment with multiple and conflicting priorities and frequently changing deadlines.
  • Able to anticipate and solve problems and update the supervisor on the status of projects.
  • Must demonstrate strong organizational, administrative, time management, and communication (both verbal and written) skills and be able to work under pressure in a fast-paced organization.
  • Requires excellent interpersonal and management skills and ability to handle sensitive and confidential information.
Additional Information
This is a 6-month term position from the date of hire, 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.