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Harvard Medical School · 10 hours ago

Faculty Assistant

Boston, MA

Full-time

Hybrid

Mid Level

3+ years exp

Harvard Medical School is dedicated to improving health and well-being for all through excellence in teaching, learning, and scholarship. The Faculty Assistant will provide a wide range of complex office administration and support at the Center for Bioethics, ensuring effective communication and organization to support faculty and operations.

Education

Growth Opportunities

No H1B

Responsibilities

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

Provides administrative support for up to three additional core and/or research faculty, including calendar management, travel planning, processing reimbursements, and scheduling conference rooms

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 offboarding

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

Drafts and revises process improvements and operational procedures, submitting drafts for approval to the Associate Director of Finance and Operations

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

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

Contributes to the overall success of the Center by accomplishing other tasks or special projects as needed

Qualification

Microsoft OfficeAdministrative functionsProject management softwareCommunication skillsProfessionalismInterpersonal skillsAttention to detailFlexibilityConfidentiality

Required

3+ years of related experience in an academic, executive support, research or medical environment. Higher education may count toward years of experience

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

Must be a professional, proactive, creative, collaborative, and conscientious individual

Proven ability to handle sensitive material and information with discretion

Preferred

Bachelor's degree or equivalent professional experience preferred

Experience with project management software, such as Asana, a plus

Benefits

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

Company

Harvard Medical School

Glassdoor4.2

At Harvard Medical School, our mission is to create and nurture a diverse community of the best people committed to leadership in alleviating human suffering caused by disease.

Founded in 1782

Boston, Massachusetts, USA

10001+ employees