Faculty Assistant

The Center for Bioethics at Harvard Medical School brings together the rich intellectual resources of the medical school faculty with health professionals and scientists from our affiliated teaching hospitals, departments across Harvard, and colleagues from other institutions worldwide to ensure that scientific progress, medical therapeutics, and health care practices proceed hand-in-hand with a reflection about the profound moral questions raised by advances in the life sciences. Our mission is to use these resources to execute our vision in teaching, service, and scholarship. Reporting to the Associate Director of Finance and Operations and supporting the Director and Associate Director, with support for up to three additional faculty, the faculty assistant provides a wide range of complex office administration and support at the Center for Bioethics. The Candidate must be able to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality. The candidate must be flexible with a high level of organizational and interpersonal skills, attention to detail, diplomacy, and a demonstrated ability to handle multiple tasks and changing priorities simultaneously. Executive support for the Center Director and Associate Director Communicates professionally and effectively on behalf of the Center Director and Associate Director to both internal and external parties. Manages incoming mail and email, including identifying and tracking time‑sensitive or high‑priority communications to ensure prompt attention. Drafts and edits correspondence for a wide range of audiences, proactively handles scheduling requests, and manages unwanted subscriptions. Maintains complex calendars for the Center Director and Associate Director, including scheduling and prioritizing appointments, and coordinating across institutional calendars. Arranges complex travel, prepares detailed travel itineraries, and processes expense reports and reimbursement forms. Manages and updates complex CVs for faculty, incorporating new information as it arises. Drafts written correspondence and templates for faculty use, including updating and revising as needed. Coordinates and ensures the timely completion and submission of faculty recommendation letters. Faculty Support Provides administrative support for up to three additional core and/or research faculty, including calendar management, travel planning, processing reimbursements, and scheduling conference rooms. Office Support and Operations Serves as the point of contact for the Center for Bioethics by staffing the front desk, greeting visitors, answering the main phone line, addressing basic inquiries, and triaging center email to the appropriate staff. Orders and maintains office supply inventory and organizes storage spaces to ensure availability of essential items. Serves as primary liaison with the mailroom; develops instructions for mailing procedures for faculty and staff, and manages incoming/outgoing mail. Coordinates with Harvard security for employee building access, including granting and removing swipe access during onboarding and off‑boarding. Works with the Event Management System (EMS) to reserve office and conference spaces and to develop/revise step‑by‑step instructions for staff and faculty on room bookings. Maintains shared workspaces and meeting rooms to ensure cleanliness, order, and availability of equipment and computer peripherals at each workstation. Acts as liaison to facilities and IT regarding routine office repairs and issues, reporting, tracking, and following up on resolution. Process Development Drafts and revises process improvements and operational procedures, submitting drafts for approval to the Associate Director of Finance and Operations. Examples include (but are not limited to): Overseeing the procurement and tracking of office equipment, maintaining and updating inventory systems. Developing and maintaining the supply ordering process and updating as needed. Drafting, disseminating, and updating room reservation instructions for the EMS system. Program and Event Support Provides support for Center programs, including website updates, and assistance with events such as conferences, lectures, seminars, and public forums. Handles logistics such as scheduling rooms and media services, maintaining the Center’s schedule for office and desk use. Other Duties as Assigned Contributes to the overall success of the Center by accomplishing other tasks or special projects as needed. The faculty assistant is part of the HMS Center for Bioethics administrative team whose mission is to support the Center’s faculty and students in teaching, service, and scholarship. As part of this unique and growing Center, this position works in a high‑volume, fast paced and dynamic environment. All formal offers will be made by HMS Human Resources. As part of your application, we recommend including a cover letter that will help us better understand your qualifications and background. This can provide valuable insight into your experience and interest in the role. There will be a writing task as part of the interview process. Basic Qualifications 3+ years of related experience in an academic, executive support, research or medical environment. Higher education may count toward years of experience. Additional Qualifications and Skills Bachelor’s degree or equivalent professional experience preferred. Strong Microsoft Office skills, knowledge of Dropbox, Zoom, along with willingness to learn new programs and systems as needed. Advanced understanding and experience with administrative functions, processes, and systems. Excellent attention to detail and interpersonal, verbal, and written communication skills. Ability to work well with a team while also making decisions independently. Experience with project management software, such as Asana, a plus. Must be a professional, proactive, creative, collaborative, and conscientious individual. Proven ability to handle sensitive material and information with discretion. Additional Information Term: 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. Standard Hours/Schedule: 35 hrs. per week | Monday – Friday | 9:00 am – 5:00 pm Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position. Pre‑Employment Screening: Identity Other Information: Please note that we are currently conducting a majority of interviews and onboarding remotely and virtually. We appreciate your understanding. Staying Informed About Your Application: Due to the high volume of applications, we may not always be able to reach out right away, but you can track your status anytime through the View email address on click.appcast.io portal. #J-18808-Ljbffr Bioethics.net