Harvard University

Position Description

The Administrative Assistant will conduct the following administrative and organizational duties and responsibilities within an agreed timeframe with the PI and research team for sponsored programs within HSIL:

Duties and responsibilities include but are not limited to:

• Reserve meeting rooms and provide scheduling support as needed
• Maintains HSIL Outlook calendar
• Develop meeting minutes as needed
• Arrange for HSPH guest passes as needed
• Update lab website
• Maintain Social Media Strategy; develop social media content; track social media performance using agreed metrics
• Develop a new HSIL report template
• Provide design assistance and proofread HSIL PowerPoint presentations
• Provide design assistance and proofread HSIL Reports
• Provide logistics support for all HSIL events (conferences, seminars, launches) guided by the development and monitoring of a logistical plan
• Maintain and organize the HSIL knowledge hub, Dropbox
• Develop a welcome package to be shared with new HSIL members
• Develop and implement new administrative systems as needed
• Maintain the Master HSIL project management spreadsheet 
• Provide for smooth day-to-day flow of communications within HSIL

Coordination Duties: These tasks relate to facilitating collaboration, and ensuring effective communication among team members, departments, or external entities.

• Share all meeting invitations with Zoom/Microsoft Teams links
• Engage appropriate lab meetings to develop and share meeting agendas with outcomes for every meeting organized
• Serve as the principal source of information on established HSIL policies and practices to new HSIL members, staff, and students
• Screen and organize all applicants to HSIL in accordance with the ARO policy
• Onboard all new HSIL members in accordance with the HSIL ARO policy
• Liaise with relevant staff in GHP to ensure coordination of HSIL research and teaching activities
• Engage Associate Director to draft Scope of Work documents for key personnel and engage HR for their efficient onboarding
• Coordinate the development of the HSIL Annual Report 2024

The Administrative Assistant will also perform other duties as assigned.

PLEASE NOTE: This position has a term appointment of 1 year from date of hire, with the possibility of extension. Finalists will be required to submit a writing sample.,

Basic Qualifications

• 3+ years of experience is required; a combination of education and experience may be considered

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Additional Qualifications and Skills

The following job-specific skills and competencies are preferred:

• 3+ years experience
• Adobe Creative Suite -- Illustrator and InDesign skills
• Microsoft Office Suite
• Interpersonal skills, emotional intelligence, very strong written and verbal communication skills, diligent and organized, conveys integrity, experience working well with and communicate across culture

The following cultural competencies are also preferred:

• Awareness of and aptitude to appropriately and effectively understand, respect, and adapt to cultural and identity-based difference within group environments
• Knowledge of and commitment to concepts and issues tied to social justice, diversity, equity, and inclusion
• Skills related to creating and supporting an environment that allows for inclusion, effective intercultural engagement, and personal humility and authenticity

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Additional Information

Join the Harvard T.H. Chan School of Public Health to support our mission of health research and education, and to be a part of the oldest institution of higher learning in the country!

• The Harvard T.H. Chan School of Public Health does not provide visa sponsorship, now or in the future, for staff positions.
• Harvard University requires pre-employment reference checks and background screenings.
• This position has a 90 day orientation and review period. The O&R period will be waived for any internal Harvard employee transfers.
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The health of our workforce is a priority for Harvard University. With that in mind, we strongly encourage all employees to be up to date on CDC-recommended vaccines.,

EEO Statement

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, pregnancy and pregnancy-related conditions, or any other characteristic protected by law.,

Commitment to Equity, Diversity, Inclusion, and Belonging

At the Harvard T.H. Chan School of Public Health, we believe that diversity is integral to the Harvard experience and our mission of improving public health education, research and policy. Diversity of cultural backgrounds, identities, lived experiences, perspectives, and ways of understanding the world enriches our community and enables us to best meet the public health needs of the United States and the world. Ongoing learning and development related to diversity allows for both individual and institutional growth, and is necessary to foster and sustain a culture of inclusion. To achieve this, we are committed to ensuring equitable access to opportunities for learning, living, and working at the Harvard Chan School. We maintain an unwavering dedication to diversity, inclusion, and belonging as core to our institutional values and to actively counter, minimize, and address racism, sexism, xenophobia, homophobia, gender bias, and all forms of discrimination.

Learn more about the School’s mission, objectives, and core values, our Principles of Citizenship, and our diversity, inclusion, and belonging initiatives.