Staff Assistant Iii (Administrative Assistant)

For more than 100 years, the Department of Environmental Health 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.

Reporting to the EH Director of Faculty and Academics Affairs, with dotted line reporting to the EH Director of Administration, the Administrative Assistant will work in the Department of Environmental Health providing administrative support to a group of highly productive faculty. This position is responsible for performing a wide range of duties to ensure smooth daily operations, effective administration, and clear communications.

The Administrative Assistant will be responsible for a range of detailed and sometimes confidential administrative duties including, but not limited to:

• Preparing reimbursements and providing corporate card support
• Preparing intent to hire forms and new hire dossiers for new and replacement positions
• Assisting with grant proposals including training grant tables, technical reports, and scientific articles
• Arranging travel
• Preparing letters of recommendation, correspondence, etc.
• Other duties as assigned
• Maintaining records, arranging visitor passes
• Maintaining and updating CVs and biosketches
• Maintaining calendars/scheduling, room reservations, arranging meetings, catering, etc.

This position may also help departmental faculty with curating email lists, creating and distributing announcements, scheduling seminars (including coordinating catering), updating websites, assisting with I.T. requests, maintaining conference room reservation systems and office equipment, ordering office supplies, and sorting incoming mail.

This position requires a high level of organization, initiative, interpersonal and communication skills, and professionalism.

PLEASE NOTE: This position has a term appointment of 1 year from date of hire with the possibility of extension. It is preferred that this position is primarily on-campus, based in Boston, MA - though their may be opportunity for hybrid work. Additional details will be discussed during the interview process. Any remote work must be performed in a state in which Harvard is registered to do business (Connecticut, Massachusetts, Maryland, Maine, New Hampshire, New York, Rhode Island, Vermont, California (exempt staff only), Georgia, Illinois, New Jersey, Virginia, and Washington).

• 3+ years of relevant experience is required; a combination of education and experience may be considered.

The following job-specific skills and competencies are preferred:

• Excellent computer skills, including knowledge of Microsoft Office Suite and Google Suite
• Must be flexible, enthusiastic, open to and energized by change.
• Bachelor's Degree
• 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.
• Takes initiative and ccomplishes tasks with minimal supervision, creatively solve problems with excellent organizational skills and attention to detail.
• Prioritizes and delivers quality results in a high-volume office.
• 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.
• Good judgment under pressure, while negotiating competing and often time-sensitive priorities from multiple constituents in a varied and sometimes demanding office environment.

The following cultural competencies are also preferred:

• Skills related to creating and supporting an environment that allows for inclusion, effective intercultural engagement, and personal humility and authenticity
• Knowledge of and commitment to concepts and issues tied to social justice, diversity, equity, and inclusion
• Awareness of and aptitude to appropriately and effectively understand, respect, and adapt to cultural and identity-based difference within group environments

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!

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• This position has a 90 day orientation and review period. The O&R period will be waived for any internal Harvard employee transfers.
• Harvard University requires pre-employment reference checks and background screenings.
• The Harvard T.H. Chan School of Public Health does not provide visa sponsorship, now or in the future, for staff positions.

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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.

We invite you to visit Harvard’s Total Rewards website to learn more about our outstanding benefits package, which may include:

• 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.
• 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.
• 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.
• Tuition Assistance Program: Competitive program including $40 per class at the Harvard Extension School and reduced tuition through other participating Harvard graduate schools.
• Professional Development: Programs and classes at little or no cost, including through the Harvard Center for Workplace Development and LinkedIn Learning.
• 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.
• Tuition Reimbursement: Program that provides 75% to 90% reimbursement up to $5,250 per calendar year for eligible courses taken at other accredited institutions.
• 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.

General Administration

USA - MA - Boston

403033 Staff Assistant III

On-Site

Environmental Health

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Full-time

053

55 - Hvd Union Cler & Tech Workers

Identity

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 and our diversity, inclusion, and belonging initiatives.

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.