Faculty Assistant
Job Description
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:
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.
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 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.
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.
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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 Valueshttps://hms.harvard.edu/about-hms/campus-culture/mission-community-values-diversity-statement
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.Harvard Medical School strives to cultivate an environment that promotes inclusiveness and collaboration among students, faculty and staff and to create new avenues for discussion that will advance our shared mission to improve the health of people throughout the world.
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