Staff Assistant III (Administrative Assistant)
About the position
The Department of Biostatistics at Harvard University is a dynamic and diverse environment dedicated to research and education in the field of biostatistics, computational biology, and data science. With over 60 faculty members who are leaders in developing statistical methods for clinical trials and observational studies, the department plays a crucial role in advancing knowledge in areas such as environmental studies and genomics/genetics. Currently, the department supports more than 200 students enrolled in various degree programs, making it a vibrant hub for academic and research activities. The Staff Assistant III (Administrative Assistant) will report directly to the Assistant Director of Administration and will be responsible for providing comprehensive administrative and clerical support to ensure the smooth operation of the department. This role involves a wide range of duties that require a high level of organization, attention to detail, and the ability to manage multiple priorities in a fast-paced environment. The Administrative Assistant will work with minimal supervision and will be expected to handle complex and confidential tasks using various software applications, including Microsoft Office Suite, Concur for expense management, and Zoom for video conferencing. Key responsibilities include serving as the administrative contact for assigned faculty members, coordinating meetings, arranging travel, managing budgets, and providing support for departmental events. Additionally, the assistant will support the National Studies on Air Pollution and Health (NSAPH) group, managing schedules, travel arrangements, and compliance documentation. This position is essential for maintaining effective communication and operational efficiency within the department and its associated research groups.
Responsibilities
• Serve as the administrative contact for assigned department faculty members.
,
• Arrange meetings among department faculty with internal and external participants; coordinate meeting dates, locations, etc.
,
• Arrange domestic and international travel and accommodations for department faculty and their affiliated trainees, in alignment with the Harvard Travel Policy.
,
• Compile and prepare monthly corporate card reconciliation reports, as well as out-of-pocket expenses for reimbursement.
,
• Assist with room scheduling, catering, IT requests, updating CVs, PMCIDs, etc.
,
• Assist with Department events and other projects as needed.
,
• Manage inventory and purchases of office and kitchen supplies.
,
• Update and regularly maintain department and faculty webpages.
,
• Provide support for troubleshooting Zoom and AV technical issues.
,
• Serve as liaison with Harvard operations, security, IT, etc. when needed.
,
• Manage Professor Francesca Dominici's calendar and schedules meetings for the NSAPH group.
,
• Provide general administrative support to Professor Dominici, including room scheduling and supply ordering.
,
• Book and facilitate travel arrangements for Professor Dominici; process corporate card reimbursements.
,
• Create and maintain filing systems for Professor Dominici, both electronic and paper.
,
• Regularly update curriculum vitae, PMCID, and websites for Professor Dominici and the NSAPH group.
,
• Maintain NSAPH members training documentation to ensure compliance with data provider and funder requirements.
,
• Provide onboarding and off-boarding support of NSAPH members to the research lab.
Requirements
• 3+ years of relevant administrative experience is required; a combination of education and experience may be considered.
,
• Bachelor's degree preferred.
,
• 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.
,
• Excellent computer skills, including proficiency with MS Office applications and web-based applications.
,
• Strong organizational skills and attention to detail.
,
• Ability to handle complex and confidential information with discretion.
,
• Strong communication and interpersonal skills.
Nice-to-haves
• Experience working in a fast-paced environment with multiple priorities.
,
• Experience being a flexible team player who can assist with other departmental duties.
,
• Awareness of and aptitude to understand, respect, and adapt to cultural and identity-based differences.
,
• Knowledge of and commitment to concepts tied to social justice, diversity, equity, and inclusion.
Benefits
• Commuter assistance
,
• Paid parental leave
,
• Disability insurance
,
• Health insurance
,
• Dental insurance
,
• Tuition reimbursement
,
• Paid time off
,
• Employee assistance program
,
• Vision insurance
,
• Life insurance
,
• Retirement plan
Apply Now
The Department of Biostatistics at Harvard University is a dynamic and diverse environment dedicated to research and education in the field of biostatistics, computational biology, and data science. With over 60 faculty members who are leaders in developing statistical methods for clinical trials and observational studies, the department plays a crucial role in advancing knowledge in areas such as environmental studies and genomics/genetics. Currently, the department supports more than 200 students enrolled in various degree programs, making it a vibrant hub for academic and research activities. The Staff Assistant III (Administrative Assistant) will report directly to the Assistant Director of Administration and will be responsible for providing comprehensive administrative and clerical support to ensure the smooth operation of the department. This role involves a wide range of duties that require a high level of organization, attention to detail, and the ability to manage multiple priorities in a fast-paced environment. The Administrative Assistant will work with minimal supervision and will be expected to handle complex and confidential tasks using various software applications, including Microsoft Office Suite, Concur for expense management, and Zoom for video conferencing. Key responsibilities include serving as the administrative contact for assigned faculty members, coordinating meetings, arranging travel, managing budgets, and providing support for departmental events. Additionally, the assistant will support the National Studies on Air Pollution and Health (NSAPH) group, managing schedules, travel arrangements, and compliance documentation. This position is essential for maintaining effective communication and operational efficiency within the department and its associated research groups.
Responsibilities
• Serve as the administrative contact for assigned department faculty members.
,
• Arrange meetings among department faculty with internal and external participants; coordinate meeting dates, locations, etc.
,
• Arrange domestic and international travel and accommodations for department faculty and their affiliated trainees, in alignment with the Harvard Travel Policy.
,
• Compile and prepare monthly corporate card reconciliation reports, as well as out-of-pocket expenses for reimbursement.
,
• Assist with room scheduling, catering, IT requests, updating CVs, PMCIDs, etc.
,
• Assist with Department events and other projects as needed.
,
• Manage inventory and purchases of office and kitchen supplies.
,
• Update and regularly maintain department and faculty webpages.
,
• Provide support for troubleshooting Zoom and AV technical issues.
,
• Serve as liaison with Harvard operations, security, IT, etc. when needed.
,
• Manage Professor Francesca Dominici's calendar and schedules meetings for the NSAPH group.
,
• Provide general administrative support to Professor Dominici, including room scheduling and supply ordering.
,
• Book and facilitate travel arrangements for Professor Dominici; process corporate card reimbursements.
,
• Create and maintain filing systems for Professor Dominici, both electronic and paper.
,
• Regularly update curriculum vitae, PMCID, and websites for Professor Dominici and the NSAPH group.
,
• Maintain NSAPH members training documentation to ensure compliance with data provider and funder requirements.
,
• Provide onboarding and off-boarding support of NSAPH members to the research lab.
Requirements
• 3+ years of relevant administrative experience is required; a combination of education and experience may be considered.
,
• Bachelor's degree preferred.
,
• 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.
,
• Excellent computer skills, including proficiency with MS Office applications and web-based applications.
,
• Strong organizational skills and attention to detail.
,
• Ability to handle complex and confidential information with discretion.
,
• Strong communication and interpersonal skills.
Nice-to-haves
• Experience working in a fast-paced environment with multiple priorities.
,
• Experience being a flexible team player who can assist with other departmental duties.
,
• Awareness of and aptitude to understand, respect, and adapt to cultural and identity-based differences.
,
• Knowledge of and commitment to concepts tied to social justice, diversity, equity, and inclusion.
Benefits
• Commuter assistance
,
• Paid parental leave
,
• Disability insurance
,
• Health insurance
,
• Dental insurance
,
• Tuition reimbursement
,
• Paid time off
,
• Employee assistance program
,
• Vision insurance
,
• Life insurance
,
• Retirement plan
Apply Now