Staff Assistant III; Administrative Assistant

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For more than 100 years, the Department of Environmental Health (EH) has had a rich history of making important contributions to the understanding and improvement of public health through national and international leadership in research and education/training in environmental and occupational health. Through work in our laboratories, field studies, and large scale epidemiological studies, we explore the human health effects of environmental and occupational exposures.

Our research provides the basis for environmental and occupational health policies and our teaching and mentoring produces world leaders who will continue to advance our knowledge of the impact of environmental and occupational exposures on human health..

Reporting to the EH Assistant Director of Administration, the Administrative Assistant independently provides high-level administrative support to a group of highly productive tenure-track faculty in the Department of Environmental Health. This position exercises sound, independent judgment and discretion in prioritizing competing demands, resolving non-routine administrative issues, and safeguarding sensitive and confidential information to ensure smooth daily operations, effective administration, and clear communications.

The Administrative Assistant independently manages a broad range of detailed, and often confidential administrative duties, exercising judgment and discretion in determining priorities and approach, including but not limited to:

• Independently manages and coordinates competing faculty calendars, exercising discretion in prioritizing appointments, meetings, and room reservations; plans, coordinates, and implements special projects, events, team/lab meetings and symposiums on behalf of faculty — including assisting with the department retreat and weekly department seminars — exercising judgment to resolve logistical issues with facilities, catering, and A/V, and drafting and disseminating related event communications materials
• Independently drafts and composes letters of recommendation, professional correspondence, and other written materials on behalf of faculty, exercising judgment regarding tone, content, and confidentiality; maintains and updates biographical materials, including CVs and biosketches, for each tenure-track faculty member
• Independently coordinates travel arrangements and itineraries; prepares, tracks, and processes expense reimbursements, exercising judgment to resolve discrepancies and ensure expenditures comply with University policy and approved faculty and departmental budgets; and serves as the department's subject-matter resource for tenure-track faculty on Harvard travel and reimbursement/Concur policy, interpreting and applying policy to resolve non-routine cases
• Manages and troubleshoots the department's conference room reservation system and shared office equipment; curates email lists and creates and distributes departmental announcements; oversees office supply inventory and incoming mail; and arranges visitor parking and passes for department visitors
• Serves as the IT…