Staff Assistant III

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 Harvard Medical School?

Harvard Medical School's mission is to nurture a diverse, inclusive community dedicated to alleviating suffering and improving health and well-being for all through excellence in teaching and learning, discovery and scholarship, and service and leadership.

You'll be at the heart of biomedical discovery, education, and innovation, working alongside world-renowned faculty and a community dedicated to improving human health. This is more than a job - it's an opportunity to shape the future of medicine.

Job Description

The Staff Assistant is an integral member of the PME Admissions Office which oversees a fast-paced and highly selective admissions process. The Harvard Medical School MD Admissions process relies heavily on technology and electronic file review and seeks a Staff Assistant who is adept with database management and other relevant technologies. Reporting to the Associate Director of Admissions, the Staff Assistant for the MD program at Harvard Medical School will provide interview coordination and logistical support for applicants in a high-volume admissions office. The Pathways program interviews four to five days a week, every week between the months of September and February.


Working closely with and under the direction of the Admissions Specialist, the Staff Assistant will be responsible for the following:

• Scheduling 900+ applicants for interviews; including sending interview invitations for the Pathways program and coordinating with other curriculum tracks to ensure communications are aligned; communicating with interviewees prior to the interview day to convey important details pertaining to the interview day; communicating with interviewees post interview day for feedback, etc.
• Overseeing administrative tasks associated with the interview day (preparing daily applicant schedules; setting up and coordinating logistics for the interview day morning orientations; coordinating transportation for off-site interviews when interviewing in person, and coordinating Zoom links and logistics when interviewing virtually, coordinating with Curriculum Services on classes open to visitation when possible; coordinating with Security about visiting candidates to campus, etc.).
• Providing support for interview day activities in conjunction with other members of the Admissions office (giving admissions presentations, coordinating Zoom logistics; assisting in updating the interview day website; coordinating class observations, conducting campus tours and coordinating programming with related programs and offices, etc.).
• Answering phone and email inquiries pertaining to interview day for both applicants and faculty, as well as assisting with the coordination and confirmation of faculty and student committee member interview schedules.

The Staff Assistant will complete other duties as assigned, including:

• Providing support to the Associate Director of Admissions with management of the technological processes of the office.
• Providing administrative support to the Admissions Ambassador program.
• Organizing and coordinating logistics for Admissions related activities (Committee meetings, Interview Day, Revisit, etc.), including room reservations/ Zoom logistics, scheduling, catering orders, meeting minutes, and current student-admitted student host matches, etc.
• Monitoring inventory and ordering office supplies for Admissions office including promotional materials, for the Admissions office and Applicant Lounge.
• Processing and tracking a high volume of electronic applicant files.
• Data entry.
• Sorting mail, scanning documents, and collating.
• Assisting with correspondence to incoming students both in hard copy and electronically.
• Provide administrative support to the Admissions Specialist, Associate Director and Director of Admissions as needed.

Additional responsibilities include front desk management operations as needed:

• Answer questions about admissions policy and procedure and act as information resource on admissions policy and procedure to general public, applicants, committee members, and fellow staff members.
• Answer and direct a high volume of email inquiries that come through main Admissions Office email.
• Answer and direct a high volume of phone inquiries.
• Other duties/special projects as assigned.

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.

Qualifications

Basic Qualifications:

• Three or more years administrative experience required. Education beyond high school may count toward experience.

Additional Qualifications and Skills:

• Bachelor's degree preferred.
• Experience working in an admissions office and familiarity with application processing preferred.
• Must be familiar with Microsoft Office Suite and have experience working with complex electronic databases and data entry.
• Must have attention to detail, strong communication (written and verbal), organizational, and interpersonal skills, as well as the ability to stay motivated and focused while performing repetitive tasks.
• Candidate must have the ability to work under pressure with poise as well as efficiently multitask.
• Must have the ability to work effectively within a team and elicit a high level of customer service.
• Familiarity with Harvard or another academic institution preferred.

Additional Information

• Standard Hours/Schedule: 35 hrs. per week / Monday - Friday / 8:00 am - 4:00 pm
• Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position.
• Pre-Employment Screening: Identity
• 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.

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Work Format Details

This position has been determined by school or unit leaders that some of the duties and responsibilities can be effectively performed at a non-Harvard location. The work schedule and location will be set by the department at its discretion and based upon operational needs. When not working at a Harvard or Harvard-designated location, employees in hybrid positions must work in a Harvard registered state in compliance with the University's Policy on Employment Outside of Massachusetts. Additional details will be discussed during the interview process. Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

Salary Grade and Ranges

This position is salary grade level 053. Please visit Harvard's Salary Ranges to view the corresponding salary range and related information.


Benefits

Harvard offers a comprehensive benefits package that is designed to support a healthy work-life balance and your physical, mental and financial wellbeing. Because here, you are what matters. Our benefits include, but are not limited to:

• Generous paid time off including parental leave
• Medical, dental, and vision health insurance coverage starting on day one
• Retirement plans with university contributions
• Wellbeing and mental health resources
• Support for families and caregivers
• Professional development opportunities including tuition assistance and reimbursement
• Commuter benefits, discounts and campus perks

Learn more about these and additional benefits on our Benefits & Wellbeing Page.


EEO/Non-Discrimination Commitment Statement

Harvard University is committed to equal opportunity and non-discrimination. We seek talent from all parts of society and the world, and we strive to ensure everyone at Harvard thrives. Our differences help our community advance Harvard's academic purposes.

Harvard has an equal employment opportunity policy that outlines our commitment to prohibiting discrimination on the basis of race, ethnicity, color, national origin, sex, sexual orientation, gender identity, veteran status, religion, disability, or any other characteristic protected by law or identified in the university's non-discrimination policy. Harvard's equal employment opportunity policy and non-discrimination policy help all community members participate fully in work and campus life free from harassment and discrimination.