Harvard University Executive Assistant in Cambridge, Massachusetts

44773BRAuto req ID:44773BRJob Code:403035 Executive Assistant Location:USA - MA - Boston Business Title:Executive AssistantSub-Unit:------------ Salary Grade:054Time Status:Part-time Union:55 - Hvd Union Cler & Tech Workers Basic Qualifications:- 5+ years of related experience; a combination of education and experience may be considered.Additional Qualifications:- Bachelor's Degree strongly preferred

  • Excellent writing & communication skills

  • Experience with Microsoft Office

  • Strong attention to detail, organizational, communication and interpersonal skills

  • Works as part of a team

  • Experience working within ambiguous conditions and develop systemic approaches to solving problems in a fast-moving, constantly changing environment

  • Highest level of professionalism and discretion

    Additional Information:Duties and Responsibilities continued:

3.) Provide operational support for ORSD’s role in school-wide strategic priorities and activities.   

  • Assist the Associate Dean in preparing for meetings, specifically:

  • Scheduling large group meetings (related to cross-departmental, unit, and institutional strategic efforts

  • Drafting, printing, and (electronically) distributing agendas and meeting materials

  • Writing and distributing meeting minutes and action items following large-scale meetings (Microbiome platform)

  • Reviewing meeting minutes from the University Research Computing Council and flagging items of importance for ORSD/faculty

Assist the Assistant Director and Coordinator in managing the School's new internal funding program, specifically:

  • Preparing announcements, drafting request for applications and updating the website as needed

  • Scheduling meetings for ORSD staff, OER staff, and project teams throughout the duration of the award and assisting in planning and executing a half-day workshop for awarded teams

drafting and distributing award letters to applicants and managing all communications with awarded applicants, including collecting final progress reports.

4.) Provide additional support for ORSD’s day-to-day operational needs

  • All internal payment transactions, reimbursements, corporate card Concur payments, consultant invoice payments, and HCOM purchases

  • Other duties as assigned

PLEASE NOTE: This is a benefits-eligible, part-time position with a 20 hour work week.

Harvard offers an outstanding benefits package including:

Time Off: 3- 4 weeks paid vacation, paid holiday break, 12 paid sick days, 11.5 paid holidays, and 3 paid personal days per year.

Medical/Dental/Vision: We offer a variety of excellent medical plans, dental & vision plans, all coverage begins as of your start date.

Retirement: University-funded retirement plan with full vesting after 3 years of service.

Tuition Assistance Program: Competitive tuition assistance program, $40 per class at the Harvard Extension School and discounted options through participating Harvard grad schools.

Transportation: Harvard offers a 50% discounted MBTA pass as well as additional options to assist employees in their daily commute.

Wellness Options: Harvard offers programs and classes at little or no cost, including stress management, massages, nutrition, meditation and complimentary health services.

Harvard access to athletic facilities, libraries, campus events and many discounts throughout metro Boston.

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!

Department:Office of Research Strategy and DevelopmentPre-Employment Screening:Identity Job Function:General Administration Duties & Responsibilities:The Harvard T.H. Chan School of Public Health has a large and comprehensive research portfolio, spanning the behavioral, population and biological sciences. With research being conducted in nine academic departments and multiple school-wide research centers, our faculty receive funding from a wide range of federal and non-federal sources. The Office of Research Strategy and Development (ORSD) was created to provide catalytic & strategic support for the School’s research by:

  • Supporting researchers in growing and diversifying research funding

  • Increasing competitiveness for extramural research support

  • Developing and implementing research policy to protect and enhance resources

  • Optimizing administrative support for research

  • Catalyzing emerging and inter-departmental research

ORSD is committed to advancing the School’s capacity to create a healthier world through the very best research development supports we can offer.

The Executive Assistant will contribute toward ORSD's mission in a variety of ways including scheduling and supporting the coordination of research strategy and development efforts, and providing additional operational assistance to support the office’s administrative needs. An expanded description of responsibilities can be found below.

The Executive Assistant will:

1.) Lead the scheduling of ORSD's supports, services, initiatives, and collaborations with other central units/offices at the School and University Levels.

  • Schedule core faculty programming (e.g. Faculty Grant Writing Short-Course, a 10-week long program that is offered 2-3 times a year)

  • Work with ORSD staff to schedule editing, external review, graphic design and other grant support services

  • Schedule ORSD's school-wide events, including:

  • Sessions of Responsible Conduct of Research

  • New Faculty Orientation series

  • Research Computing Office Hours

  • Resource Generation Panels and Office Hours

  • Assist in scheduling faculty recruitment short-list interviews with the Office of Faculty Affairs and Academic Departments and Centers

  • Provide general scheduling support and calendar management to the Associate Dean (and ORSD staff, as requested)

  • Assist in the development/production of Curricular materials for Research Development Programs (OFA Sessions/Postdoc Association)

  • Schedule and assist in organizing other ad-hoc events as needed

2.) Provide communications support

  • Assist office staff in the development and dissemination of ORSD communications, including:

  • Policy change announcements

  • Limited submission and internal funding opportunity announcements

  • Weekly funding opportunity announcements

  • Ad-hoc announcements related to Research Development activities for school and University managed resources

  • Generate funding award congratulatory letters for Chan School faculty on a bi-monthly basis

  • Enhance and maintain ORSD website using WordPress

  • Oversee ORSD outlook inbox (triage and respond to a variety of requests fielded by ORSD)

Duties and Responsibilities will be continued in the \"Additional Information\" section.

PLEASE NOTE: This is a benefits-eligible, part-time position with a 20 hour work week.

School/Unit:Harvard T.H. Chan School of Public Health 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 or any other characteristic protected by law.