Faculty 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 the Harvard Faculty of Arts and Sciences?

The Faculty of Arts and Sciences (FAS) is the historic heart of Harvard University. It is the home of Harvard’s undergraduate program (Harvard College, founded in 1636) as well as all of Harvard’s Ph.D. programs (the Harvard Kenneth C. Griffin Graduate School of Arts and Sciences, founded in 1872), Harvard Athletics and the Division of Continuing Education. The 40 academic departments and 30+ centers of the FAS support a community unparalleled in its academic excellence across the broadest range of liberal arts and sciences disciplines. Together, the FAS seeks to foster an environment of ambition, curiosity and shared commitment to knowledge and truth that elicits excellence from all members of our community and prepares the next generation of leaders through a transformative educational experience.

Job Description

The Department of Stem Cell and Regenerative Biology is seeking an experienced, highly professional, collaborative and proactive Faculty Assistant to provide efficient and effective administrative and programmatic support of varying complexity for one primary faculty member and ancillary support for two additional faculty members for Harvard-related business. The Faculty Assistant will perform a wide range of advanced, diversified, and confidential administrative duties that are complex in nature and where sound judgment, independent action and a high degree of initiative are required in resolving issues and making recommendations. The Faculty Assistant will determine methods and procedures on new assignments and projects, and will perform administrative duties in areas such as communications with strategic internal and external partners, coordinate high profile meetings, travels and events, initiate and execute specialized projects, as well as provide lab administration services as needed.

Job-Specific Responsibilities will include:

High-level Support

• Deliver superior administrative support for one primary faculty member and limited support for two other faculty members. Use sound judgment and experience to interpret the faculty member’s directions;
• Make independent decisions to triage the demand for the faculty’s time in light of their overall priorities, follow through to ensure each engagement is completed and well executed satisfactorily;
• Provide high level calendar management services to one faculty member, plan and execute complex travel itineraries both local and international, coordinate visits from strategic internal and external partners; funders and research collaborators;
• Plan and execute high profile meetings, prepare and disseminate materials; develop and facilitate schedules for department visitors; process reimbursements, manage all meeting/event logistics including room booking and catering as needed.

Lab Administration

• Manage administrative operations and financial, physical/laboratory, and personnel resources;
• Work with PI to coordinate all research appointments/ re-appointment, including appropriate documentation for initial appointment, monitoring appointment end dates, timely submission of paperwork and work with the investigator to ensure equity in salary determination;
• Act as the primary point of contact for all administrative requirements, processed and reports. Serve as liaison with affiliated research organizations;
• Anticipate needs of laboratory appointees and investigate and resolve a broad range of personnel issues;
• May coordinate requests for visas by working with employees, Investigator, and Faculty and Academic Affairs representatives;
• Process reimbursements for lab members and visitors, orders and invoices;
• Coordinate lab administrative meetings and social events;
• May interface with vendors and lab members on the purchase of equipment or services and scheduling of delivery or maintenance visits;
• May be responsible for obtaining permissions and copyright registrations.

PI Support:

• Manage faculty calendar, complex travel schedules and arrangements.
• Draft, write, edit, and produce correspondence and special reports;
• Research, gather and prepare background information for special reports;
• Oversee and process travel and financial reimbursements and transactions;
• Maintain and update faculty documents (bibliographies, CV, presentations, and/or web pages)
• Assist with organization, maintenance and distribution of didactic materials used in teaching of undergraduate, graduate and medical school courses;
• Participate in, support, and prioritize a wide range of projects. Initiate projects by determining tasks to be done, identify individuals needed, coordinate meetings, and distribute data, as necessary.
• May assist the faculty with research grant submissions, annual reporting and competing renewals. Track all related internal and external deadlines. Collect and submit required forms documenting the laboratory’s compliance with Federal and non-Federal grant requirements, including budgetary and regulatory assurances. Coordinate with the host Office of Sponsored Research concerning extramural funding opportunities and submissions.

Qualifications

Basic Qualifications:

Five or more years of increasingly responsible administrative experience.

Additional Qualifications and Skills:

Bachelor's degree strongly preferred. Experience working in an academic environment preferred. Familiarity with research laboratory operations is a plus. Experience with Harvard systems, policies and resources. Ability to work inclusively and collaboratively with a diverse population. Ability to perform and prioritize a variety of tasks, to learn tasks independently, to apply experience to develop new techniques, and to retain information associated with tasks. Actively seeks opportunities to increase skills and expertise and to increase efficiency and effectiveness in the job. Strong communications skills: ability to effectively communicate information and to diplomatically communicate sensitive information in a professional manner maintaining confidentiality as needed. Excellent organizational, time management and decision-making skills. Exceptional customer service skills, a cooperative attitude, and a positive demeanor. Ability to work both independently and collaboratively on a team. Builds trust and able to lead teams, as necessary. Strong analytical skills, good judgment, and the ability to use critical thinking. Fully understands role in the work unit and in related units as well as understanding how the job relates to the organization. Willingness to assist others and proactively identify resources and resolve complex situations.

Additional Information

• Appointment End Date: This is a one-year term position
• Standard Hours/Schedule: 35 hours per week
• Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position
• Pre-Employment Screening: Identity
• This position offers a hybrid work format with a minimum of 3 days per week working on site
• To be considered for this position a cover letter is required

Work Format Details

This is a position that is based at a Harvard campus location with some remote work options available. Additional details will be discussed during the interview process. All remote work must be performed within one of the Harvard Registered Payroll States, which currently includes Massachusetts, Connecticut, Maine, New Hampshire, Rhode Island, Vermont, Georgia, Illinois, Maryland, New Jersey, New York, Virginia, Washington, and California (CA for exempt positions only). 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 055. 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, sex, ethnicity, color, national origin, 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.