Staff Assistant III (Administrative Assistant)

Company Description

By working at Harvard University, you join a vibrant community that advances Harvard's world-changing mission in meaningful ways, inspires innovation and collaboration, and builds skills and expertise. We are dedicated to creating a diverse and welcoming environment where everyone can thrive.

Why join the Harvard T.H. Chan School of Public Health?

The Harvard T.H. Chan School of Public Health is a world-renowned institution dedicated to advancing public health through cutting-edge research, education, and global collaboration. Our school is a special place to work because of its vibrant, mission-driven community, interdisciplinary approach, and commitment to addressing some of the most pressing health challenges worldwide. We foster a collaborative and inclusive work environment where innovation, continuous learning, and work-life balance are valued.

Learn more about the School’s mission, objectives, and core values, our Principles of Citizenship, and about the Dean’s AAA vision about our school’s ongoing strategic initiatives.

Job Description

Job Summary:

The Department of Health Policy and Management (HPM) is committed to training and inspiring the next generation of healthcare leaders. Our students and faculty are passionate about making the world a better place by improving health and healthcare. We work on compelling and important problems, from making the delivery of care safer and more efficient, to expanding health insurance coverage and eliminating disparities, to designing and improving the performance of entire health systems.

This position will have a portfolio of faculty and/or research scientists for whom it provides administrative support, including scheduling of meetings, managing calendars, booking travel, processing reimbursements, providing event support, preparing materials for publications and/or grants, assisting with course material preparation, etc. The position may also provide support for general department administration, as needed.
 

Job-Specific Responsibilities:

Reporting to the Director of Administration, the Administrative Assistant will work in the Department of Health Policy and Management, providing administrative support to a group of faculty and researchers. This position is responsible for performing a wide range of duties to support department faculty and the department as a whole for maximum success and impact.

The Administrative Assistant performs a broad range of complex, detailed, and confidential administrative duties in support of faculty, researchers, and departmental operations. Duties and responsibilities include, but are not limited to, the following:

• Providing comprehensive administrative support to assigned faculty and researchers, including drafting, editing, proofreading, and preparing correspondence, reports, memoranda, lecture and course materials, presentations, cases, letters of recommendation, grant proposals, publications, technical reports, and scientific articles; retrieving and organizing research articles and other reference materials
• Managing complex calendars and schedules; coordinating meetings, appointments, travel arrangements, parking, and other on-campus services
• Preparing and processing financial transactions and reports, including travel reimbursements, corporate and purchasing card expenses, and other departmental expenditures; assisting with budget, grant, and contract administration by tracking expenditures, reconciling accounts, maintaining spreadsheets, and utilizing departmental financial systems and budget tools
• Serving as a primary point of contact and source of information for faculty, staff, students, external collaborators, and other constituents
• Coordinating and supporting departmental events, conferences, seminars, colloquia, and other gatherings, including arranging facilities, catering, agendas, logistics, and related services
• Gathering, maintaining, and analyzing data; preparing reports and presentations using a variety of software applications, including word processing, spreadsheet, database, graphics, presentation, calendar, email, and other specialized systems
• Performing general administrative duties, including creating and maintaining filing systems; managing mail, email, phone calls, and information distribution; taking meeting minutes; providing transcription services; and maintaining departmental web content
• Conducting library and research support activities, including s