Staff Assistant III (Administrative Assistant)

About the Role

For more than 100 years, the Department of Environmental Health (EH) has made important contributions to public health through national and international leadership in research and education/training in environmental and occupational health. Through work in laboratories, field studies, and large-scale epidemiological studies, the department explores the human health effects of environmental and occupational exposures. This research provides the basis for environmental and occupational health policies, and the teaching and mentoring produces world leaders who advance knowledge of these impacts.

Responsibilities

• Independently manage and coordinate competing faculty calendars, prioritizing appointments, meetings, and room reservations.
• Plan, coordinate, and implement special projects, events, team/lab meetings, and symposiums on behalf of faculty, including the department retreat and weekly department seminars. Resolve logistical issues with facilities, catering, and A/V, and draft and disseminate related event communications.
• Draft and compose letters of recommendation, professional correspondence, and other written materials on behalf of faculty, exercising judgment regarding tone, content, and confidentiality.
• Maintain and update biographical materials, including CVs and biosketches, for each tenure-track faculty member.
• Coordinate travel arrangements and itineraries; prepare, track, and process expense reimbursements, ensuring compliance with University policy and approved budgets. Serve as the department's subject-matter resource for tenure-track faculty on Harvard travel and reimbursement/Concur policy.
• Manage and troubleshoot the department's conference room reservation system and shared office equipment.
• Curate email lists, create and distribute departmental announcements, oversee office supply inventory, and arrange visitor parking and passes.
• Serve as the IT point person for the department's tenure-track faculty, providing support for departmental operations and IT needs.
• Perform other duties as assigned.

Requirements

• 3+ years of relevant experience is required; a combination of education and experience may be considered.
• Bachelor's Degree preferred.
• Proficiency with Microsoft Office Suite.
• Strong attention to detail and highly organized.
• Excellent interpersonal and communication skills.
• Previous experience in academia, a research lab setting, or healthcare environment is highly valued, as is in-depth experience working with faculty, staff, and assistants.
• Ability to prioritize and deliver quality results in a high-volume office.
• Excellent computer skills, including advanced knowledge of Microsoft Office Suite.
• Takes initiative and accomplishes tasks with minimal supervision; creatively solves problems with strong organizational skills and attention to detail.
• Strong judgment under pressure, while negotiating competing and often time-sensitive priorities from multiple constituents in a demanding office environment.
• Ability to meet deadlines and follow through on projects.

Skills

• High-performing professional with a can-do attitude and team spirit.
• Self-starter who enjoys providing administrative support to dynamic and complex groups of faculty, students, and staff.
• Flexible, enthusiastic, open to and energized by change.

Schedule

35 hours per week. This position has a term appointment of 2 years from the date of hire with the possibility of extension.

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.

Harvard University requires pre-employment reference checks and background screenings. This position has a 90-day orientation and review period, which may be waived for internal Harvard employee transfers.