Faculty Assistant

23-Oct-2024

Faculty Assistant

Harvard Medical School

67104BR

Position Description

The Department of Neurobiology seeks an initiative-taking and dedicated Faculty Assistant to support four faculty members. Founded as the first of its kind in 1966, the Department is committed to convening and nurturing a diverse community of individuals dedicated to promoting excellence and leadership in neurobiology education, research, and service. Diverse perspectives, talents, experiences, and contributions as HMS students, trainees, faculty, staff, and administrators are the foundation and drivers of our excellence.

Reporting to the Assistant Director for Strategic Programs, the incumbent will be integral in the coordination of the supported faculty members' activities, including calendar management, travel arrangements and reimbursement preparation, and drafting of letters and other communications. The Faculty Assistant will also interface directly with the faculty's lab members to coordinate meetings, draft letters, and grant materials, including signatures on reference letters.

The Faculty Assistant will also collaborate closely with the Department's administrative, finance and research administration staff to assist the faculty and their research teams. They may also work sporadically with members of departments from the broader Harvard Medical School and Harvard community, as well as external organizations, to coordinate scheduling and events.

Faculty Assistants should have outstanding organizational skills and attention to detail; an ability to communicate effectively and professionally in writing and verbally; demonstrated initiative and willingness to develop new skills; and an ability to work with multiple supervisors and manage competing priorities, meet deadlines, and follow through on projects. The position requires a strong customer service orientation, good judgment, and flexibility.

Specific duties include but are not limited to the following:

• Supports multiple faculty members and their respective research groups.
• Manages complex calendars, arranges for meetings, appointments, and travel.
• Supports events, including conferences, seminars, and colloquia.
• Uses multiple technical applications including word processing, database management, spreadsheets, graphics and presentation software, electronic calendar, email, and other technical/scientific applications.
• Uses Internet; may include web maintenance and design.
• Coordinates complex travel arrangements.
• Prepares itineraries and documents to facilitate faculty travel; assesses different itineraries for cost, convenience, and faculty preferences; and arranges for travel visas.
• Prepares and processes expense reimbursements in a timely and accurate manner.
• Tracks outstanding faculty expenses.
• Performs basic online research; retrieves books, articles, and other information.
• Maintains accurate and organized electronic and paper files for faculty.
• Practices careful version control of all documents with logical naming conventions.
• Works as part of a team to ensure the smooth overall functioning of the Neurobiology department.
• Other duties as required.

Basic Qualifications

Three years of experience with proven office administration and customer service skills.

Additional Qualifications and Skills

• Bachelor's degree preferred.
• The ideal candidate will have strong writing and proofreading skills and will pay a high level of attention to detail.
• Experience working in higher education, or a scientific environment, is a plus.

 

Physical Requirements

• Must be able to remain in a stationary position for most working time.
• Occasionally need to move around the building to meet with supported faculty 
• Occasionally moves boxes/materials weighing up to 20 lbs.

Working Conditions

The work associated with this position is primarily performed in an office setting, but the position may need to move through laboratory space to interact with supported faculty.

Additional Information

This is a 12-month term appointment with the possibility of renewal contingent on funding.

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.

Please note that we are currently conducting a majority of interviews and onboarding remotely and virtually. We appreciate your understanding.

The Harvard Medical School is not able to provide visa sponsorship for this position.

Not ready to apply? Join our talent community to keep in touch and learn about future opportunities! (https://www.gem.com ?formID=16341e35-cbc6-4904-88a3-09b35763307e)
 

Work Format Details

This position is based primarily on-campus, in Massachusetts. This may include in-person during emergency situations (if applicable). Additional details will be discussed during the interview process. Certain visa types may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

Benefits

We invite you to visit Harvard's Total Rewards website (https://hr.harvard.edu/totalrewards) to learn more about our outstanding benefits package, which may include:

• Paid Time Off: 3-4 weeks of accrued vacation time per year (3 weeks for support staff and 4 weeks for administrative/professional staff), 12 accrued sick days per year, 12.5 holidays plus a Winter Recess in December/January, 3 personal days per year (prorated based on date of hire), and up to 12 weeks of paid leave for new parents who are primary care givers.
• Health and Welfare: Comprehensive medical, dental, and vision benefits, disability and life insurance programs, along with voluntary benefits. Most coverage begins as of your start date.
• Work/Life and Wellness: Child and elder/adult care resources including on campus childcare centers, Employee Assistance Program, and wellness programs related to stress management, nutrition, meditation, and more.
• Retirement: University-funded retirement plan with contributions from 5% to 15% of eligible compensation, based on age and earnings with full vesting after 3 years of service.
• Tuition Assistance Program: Competitive program including $40 per class at the Harvard Extension School and reduced tuition through other participating Harvard graduate schools.
• Tuition Reimbursement: Program that provides 75% to 90% reimbursement up to $5,250 per calendar year for eligible courses taken at other accredited institutions.
• Professional Development: Programs and classes at little or no cost, including through the Harvard Center for Workplace Development and LinkedIn Learning.
• Commuting and Transportation: Various commuter options handled through the Parking Office, including discounted parking, half-priced public transportation passes and pre-tax transit passes, biking benefits, and more.
• Harvard Facilities Access, Discounts and Perks: Access to Harvard athletic and fitness facilities, libraries, campus events, credit union, and more, as well as discounts to various types of services (legal, financial, etc.) and cultural and leisure activities throughout metro-Boston.

Job Function

General Administration

Department Office Location

USA - MA - Boston

Job Code

403028 Faculty Assistant II

Work Format

On-Site

Sub-Unit

------------

Salary Grade

053

Department

Neurobiology

Union

55 - Hvd Union Cler & Tech Workers

Time Status

Full-time

Pre-Employment Screening

Identity

Schedule

35 hrs. per week | Monday - Friday | 9:00 am - 5:00 pm

Commitment to Equity, Diversity, Inclusion, and Belonging

We are committed to cultivating an inclusive workplace culture of faculty, staff, and students with diverse backgrounds, styles, abilities, and motivations. We appreciate and leverage the capabilities, insights, and ideas of all individuals. Harvard Medical School Mission and Community Values   
https://hms.harvard.edu/about-hms/campus-culture/mission-community-valu…

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.