Administrative Assistant

Job Description

Job Summary:

Seeking a highly organized, proactive Administrative Assistant to provide day-to-day administrative, scheduling, and communications support. The ideal candidate is detail-oriented, professional, and can manage multiple priorities in a fast-paced clinical and academic environment. This role involves regular interaction with clinical staff, research staff, and institutional partners, and requires exceptional communication skills and discretion.

Job-Specific Responsibilities:

• Manage Dr. Mahalingaiah’s calendar, including scheduling and coordinating meetings, conferences, and travel arrangements (including booking flights and hotel reservations)
• Prepare, process, and reconcile corporate card expenses and reimbursements in compliance with University and sponsor policy; serving as the team's subject-matter resource on Harvard travel and reimbursement/Concur policy
• Serve as primary administrative point of contact for students, collaborators, and institutional offices via phone, email, and in-person communication
• Draft, proofread, and format professional correspondence, emails, letters, and reports
• Assist with research- and academic-related administrative tasks (e.g., scheduling meetings, helping coordinate events, preparing CV or biosketch updates, etc.), as directed
• Other duties as assigned

PLEASE NOTE: This position has a term appointment of one year from date of hire with the possibility of extension.

Qualifications

Basic Qualifications:

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

Additional Qualifications and Skills:

• Associate or bachelor’s Degree preferred
• Proficiency with Microsoft Office
• Strong problem solving skills with meticulous attention to detail
• Strong communication skills
• Work independently with minimal supervision
• Handle complex and confidential information with discretion
• Highly organized, creative, motivated, and passionate about achieving results
• Excellent interpersonal skills and can work well with others

Additional Information

• Appointment End Date: One year from date of hire
• 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

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.

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

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.

Work Format Details

This position has been determined by school or unit leaders that all duties and responsibilities must be performed at a Harvard or Harvard-designated location. Certain visa types may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

Salary Grade and Ranges

This position is salary grade level 053. 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, ethnicity, color, national origin, sex, sexual orientation, gender identity, veteran status, 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.

Salary Grade: 053