Staff Assistant III (Administrative Assistant)

Administrative Assistant

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.

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 summarizing findings and obtaining permissions and copyright registrations when required
• Assisting with training, scheduling, and coordinating the work of student, temporary, or casual staff
• Supporting day-to-day office operations, including inventory management, purchasing office and kitchen supplies, coordinating copier services, and assisting with mail distribution
• Performing other duties as assigned

PLEASE NOTE: Scheduling flexibility may be required depending on faculty and departmental initiatives. This role has a term appointment of 2 years with the possibility of extension.

Basic Qualifications:

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

Additional Qualifications and Skills:

• Bachelor's Degree
• Proficiency with Microsoft Office suite, WordPress or other website creation software, financial systems
• Works well independently with minimal supervision
• Solid working knowledge of office processes and systems, and of related computer software and electronic communications tools.
• Handles complex and confidential information with discretion.
• Interpersonal skills with experience providing complex administrative support to multiple constituents.
• Works across teams and with a variety of projects and constituencies.
• Strong time management skills
• Experience strategically handling and managing competing priorities
• Strong attention to detail
• Reliable to follow through on tasks and projects with a high level of accuracy and efficiency

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!