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Staff Assistant

Company Harvard University
Location Boston, MA
Update 9 Day ago
The Department of Neurobiology at Harvard Medical School is looking for an Administrative Assistant to provide administrative support for two senior faculty members and the Harvard Brain Science Initiative (HBI), a university-wide neuroscience community-building venture. This is an exciting opportunity to work with some of the world’s leading neuroscience laboratories and facilitate interactions amongst an energetic and diverse group of scholars.
We are seeking a person who is organized, demonstrates meticulous attention to detail, enjoys keeping others organized and is invested in their success, and able to handle confidential information and material with discretion. Time will be divided roughly as 25% dedicated to one faculty member, 25% to the other faculty member, and 50% to HBI, all working from the same office space. Although there is flexibility in this time distribution, an ability to prioritize and communicate with the three supervisors would certainly be an asset. The primary job site will be an office space in the Boston Longwood campus of Harvard Medical School. There will be an occasional need to spend time at Harvard University in Cambridge for HBI events.

Responsibilities may include but are not limited to:
  • Sort emails into categories to be managed by different individuals
  • Ensuring and assisting in the timely follow up to email and scheduling requests
  • Reply to emails requesting administrative information, etc.
  • Manage calendaring
  • Liaison with finance office regarding purchases and reimbursements
  • Coordinate travel arrangments for the faculty and visiting scientists from other universities
  • Plan seminars, symposia and other scientific events (schedule, order food, advertise, coordinate AV, provide on-site assistance as needed)
  • Format content for email newsletters
  • Manage mailing lists and databases
  • Assist in managing a website - posting news and event information, keeping faculty listing up to date
  • Provide administrative support for funding opportunities, including potentially building grant application forms online and gathering application materials
  • Organize spending data from finance office to track certain program expenses
3 years of administrative or related business experience. Education beyond high school may count toward experience.

Bachelor's degree preferred. Proficiency in Microsoft Outlook, Gmail, Google Calendar, Word, Excel, and Adobe Acrobat required. The successful candidate will enjoy the diversity of the tasks involved in this job and will be willing to work constructively with their three different supervisors to develop useful methods to communicate and prioritize their different requests. Many of the tasks in this job can be performed on a flexible time horizon, but some will be time-sensitive, and so a successful candidate will need to reprioritize their tasks frequently. The ideal candidate will communicate easily with supervisors and colleagues about which tasks are most important and will be resourceful in making time for urgent tasks. Experience with writing professional emails efficiently and sensitively would be enormously helpful. Strong organizational skills required. Some familiarity with website development platforms (such as Open Scholar or WordPress), mailing list management tools (such as MailChimp or Constant Contact), and electronic application portals (such as Community Force or SlideRoom) -- or an eagerness to learn such platforms -- is preferred. This position requires a self-motivated and flexible individual with a strong customer service orientation who enjoys working independently.
This is a one year term appointment, with the possibility of renewal.
We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, gender identity, sexual orientation or any other characteristic protected by law.