Faculty Assistant

Overview

Job Title: 002043SR

School/Unit: Harvard Medical School

Department: Center for Bioethics

Job Function: General Administration

Location: Boston

Job Type: Full-time

Salary Grade: 054

FLSA Status: Non-exempt

Union: 55 - Hvd Union Cler & Tech Workers

Term Appointment: Yes

The Center for Bioethics at Harvard Medical School brings together the medical school faculty, health professionals and scientists from affiliated teaching hospitals, and colleagues from other institutions to ensure that scientific progress proceeds hand-in-hand with moral reflection. This role supports the Center Director, Associate Director of Finance and Operations, and up to three faculty, providing wide-ranging office administration and support in a fast-paced environment.

• Executive support for the Center Director and Associate Director: Communicates professionally on behalf of the Center Director and Associate Director; manages incoming mail and email; drafts and edits correspondence; proactively handles scheduling; maintains complex calendars; arranges complex travel and processes expense reports; manages and updates CVs for faculty; drafts templates and correspondence; coordinates timely completion of faculty recommendation letters.
• Faculty Support: Provides administrative support for up to three additional core and/or research faculty, including calendar management, travel planning, reimbursements, and conference room scheduling.
• Office Support and Operations: Front desk liaison, greeting visitors, answering main phone line, triaging center email; orders and maintains office supplies; liaison with mailroom and security; coordinates EMS room bookings; maintains shared work spaces and equipment; liaison to facilities and IT for repairs and follow-up.
• Process Development: Drafts and revises process improvements and operational procedures; oversees procurement and tracking of office equipment; develops supply ordering process; drafts and updates EMS room reservation instructions.
• Program and Event Support: Supports Center programs including website updates and events; handles logistics for conferences, lectures, seminars, and public forums; schedules rooms and media services.
• Other Duties as Assigned: Contributes to the Center's success through additional tasks or special projects as needed.

Basic Qualifications:

• 3+ years of related experience in an academic, executive support, research or medical environment. Higher education may count toward years of experience.

Additional

Qualifications and Skills:

• Bachelor's degree or equivalent professional experience preferred.
• Strong Microsoft Office skills; knowledge of Dropbox and Zoom; willingness to learn new programs.
• Advanced understanding of administrative functions, processes, and systems.
• Excellent attention to detail and interpersonal, verbal, and written communication skills.
• Ability to work well in a team and also make independent decisions.
• Experience with project management software (e.g., Asana) is a plus.
• Professional, proactive, creative, collaborative, and conscientious; able to handle sensitive information with discretion.

• Term: This is a one-year term position from the date of hire, with the possibility of extension, contingent upon performance and continued funding.
• Standard Hours/
  
  Schedule:
  
  35 hrs per week | Monday - Friday | 9:00 am - 5:00 pm
• Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position.
• Pre-Employment Screening: Identity
• Other Information: Interviews and onboarding are currently conducted remotely and virtually. Track your status through the Careers portal.
• Staying Informed About Your Application: Due to high volume, you may not be contacted immediately; status can be tracked via the Careers portal.

PI