Job Information
Harvard University Staff Assistant III in Cambridge, Massachusetts
67917BRAuto req ID:67917BRJob Code:403033 Staff Assistant III Department Office Location:USA - MA - Boston Business Title:Staff Assistant III, Lab OperationsSub-Unit:------------ Salary Grade (https://hr.harvard.edu/salary-ranges#ranges) :053Time Status:Full-time Union:55 - Hvd Union Cler & Tech Workers Basic Qualifications:
Three plus years related experience with proven office administration and customer service skills required. Education beyond high school may count toward experience.
Additional Qualifications and Skills:
Business training or college degree is preferred.
Solid working knowledge of office processes and systems, and of related computer software and electronic communications tools.
Ability to work across teams and with a variety of projects and constituencies.
Candidates should have a strong command of the spoken and written English; editorial skills are a preferred asset.
Candidates should be well organized and detail-oriented with strong interpersonal skills and a general interest in working with different people of diverse backgrounds.
On occasion, the administrative assistant handles information of a confidential nature and careful discretion is a must.
Additional Information:
This is a one-year term position from the date of hire, with the possibility of extension, contingent upon work performance and continued funding to support the position.
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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Department:ImmunologyPre-Employment Screening:Identity Schedule:35 hrs. per week | Monday - Friday | 9:00 am - 5:00 pm
In office 3 days a week and remote 2 days a weekJob Function:General Administration Position Description:
The Department of Immunology seeks to fill a Lab and Admin Coordinator position to help support the business office in the department and to support a Principal Investigators lab. This position will have a dual reporting role to both the Finance Office Director, and the lab's PI. They support a large research lab and the Business/Admin office they will provide support to the Departments overall needs. Will perform a variety of complex administrative/support duties to coordinate the activities and procedures of the Immunology Business Office and faculty lab support. Will assist the Principal Investigator (PI) in administrative tasks to support the daily running of a laboratory for 20+ researchers. The responsibilities of this position are highly variable depending on the needs of the PI and the Business Office, it will include; assisting in the submission of grants proposals and progress reports; assist with lab protocol renewals and amendments (IACUC and COMS); coordination of travel/ meeting commitments; assist in the drafting of out-going correspondence; serving as administrative liaison with other Harvard departments; maintenance of the PI’s lab website and curriculum vitae (CV); assist with the onboarding of newly arrived lab members. Prepare purchase orders and payment requests and reimbursements for the department and the lab. Works independently with minimal supervision. Updates supervisors on status of projects.
Organizes and implements administrative systems and procedures performing necessary support duties.
Serves as principal source of information on established School and Department policies and advises the faculty, students or staff on existing options or alternatives. • Gathers and maintains data for and assists in preparing reports, often using a variety of computer software.
Prepares and maintains the PI’s lab and department’s records, reviews complex documents, reports, etc., to assure compliance with university requirements and/or government regulations and notifies supervisors of unusual situations.
Acts as liaison with related programs or projects at other universities or with government agencies, keeping the supervisor informed of relevant information.
Provides for smooth day-to-day flow of communications within the PI’s lab and the Immunology Department.
May compose, proofread, edit and prepare correspondence, reports and other materials using word processing, spreadsheets and/or databases.
May arrange for use of facilities and advise availability of services within and outside the University for gatherings such as conferences and seminars.
May assist in training, scheduling and distributing work of other staff members, students, and temporary workers.
Contributes to PI lab and Department goals by accomplishing related duties as required.
School/Unit:Harvard Medical School 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.Commitment to Equity, 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 (https://hms.harvard.edu/about-hms/campus-culture/mission-statement-community-values) https://hms.harvard.edu/about-hms/campus-culture/mission-community-values-diversity-statement
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.
Work Format:Hybrid (partially on-site, partially remote) LinkedIn Recruiter Tag (for internal use only):#LI-RA1Work 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.