Staff Assistant III (Program Assistant)

Company Details

Harvard University

Job Summary

The Nutrition and Global Health Program in the Department of Global Health and Population, Harvard T.H. Chan School of Public Health, is seeking a highly motivated, detail-oriented, and responsible Program Assistant to join their team. The program is conducting multiple global health research and training projects with partners in resource-limited settings, primarily in sub-Saharan Africa and Asia. Reporting to the Program Director, the Program Assistant will be supporting a wide range of activities within the program. Responsibilities will vary depending on the demands of the projects and will be determined in close consultation with the program director and program managers.

Position Description

Duties and responsibilities include, but are not limited to, the following:

  • Support training programs monitoring and evaluation activities, and assist with the preparation of progress reports to be submitted to the sponsor
  • Assist in developing program materials and systems for trainees’ recruitment, appointments, and mentorship.
  • Provide support in arranging trainees’ travel, insurance coverage, reimbursements, consortium activities, and meetings.
  • Maintain the program websites and social media accounts, including regular communication of program activities
  • Assist with the procurement of services, supplies, and equipment, according to university purchasing policies and guidelines and in collaboration with GHP Accounts Payable team
  • Direct, long-range, strategic planning for events/meetings including deadlines, venue options, meeting agenda, suppliers, event communications, registration, and related activities to meet the goals and objectives of these meetings
  • Maintain IRB documentation in accordance with institutional guidelines
  • Maintain electronic records for biospecimen repository contents and coordinate retrieval, delivery, and return of biospecimens for testing
  • Scheduling meetings, attending calls, and taking meeting minutes
  • Composing and editing letters, memoranda, reports, lecture/course materials, and presentations
  • Independently manage workflow to achieve and maintain performance standards
  • Prepare travel expense reports
  • Facilitate monthly seminars and work in progress for the NGH Concentration seminars
  • Other duties as required

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

PLEASE NOTE: The primary work location for this position is Boston, MA and in order to be on Harvard payroll, you must reside in one of the following states – MA, NH, RI, ME, CT, VT, NY, or MD. Until our return to campus and full operational status, which is still to-be-determined, this interview process and position will take place in a slightly modified manner – including virtual interviews and a combination of remote and on-site onboarding and work. On-campus/in-person work is expected, though, upon start date – in accordance with approved COVID-related guidelines and protocols.

Basic Qualifications

  • 3+ years of related work experience required; a combination of education and experience may be considered

Additional Qualifications and Skills

The following job-specific skills and competencies are preferred:

  • Bachelor’s Degree
  • Relevant work experience in similar academic or global health programs setting is desired
  • Proficiency in Microsoft Windows, Outlook, Word, Excel, Project, Access; Adobe Acrobat; Power point, and web
  • Excellent communication and interpersonal skills
  • Excellent organizational skills as well as experience setting priorities among competing tasks and deadlines
  • Experience working independently with minimum supervision and take initiative
  • Experience working independently accurately with attention to detail in a fast-paced environment
  • Experience handling confidential information with discretion
  • Excellent verbal and written communication skills, cultural sensitivity, and a strong commitment to customer service are necessary

The following cultural competencies are also preferred:

  • Awareness of and aptitude to appropriately and effectively understand, respect, and adapt to cultural and identity-based difference within group environments
  • Knowledge of and commitment to concepts and issues tied to social justice, diversity, equity, and inclusion
  • Skills related to creating and supporting an environment that allows for inclusion, effective intercultural engagement, and personal humility and authenticity

Additional Information

Harvard University offers an outstanding benefits package including:

  • Time Off: 3-4 weeks paid vacation, paid holiday break, 12 paid sick days, 12+ paid holidays, and 3 paid personal days per year.
  • Medical/Dental/Vision: Excellent and affordable medical, dental & vision plans, with coverage beginning as of an employee’s start date.
  • Retirement: University-funded retirement plan with full vesting after 3 years of service.
  • Tuition Assistance & Reimbursement Programs: $40 per class at the Harvard Extension School, discounted options through participating Harvard graduate schools, and reimbursement options for accredited schools outside of Harvard.
  • Transportation: 50% discount on MBTA passes, as well as additional options (rideshare, biking, etc.) to assist employees in their daily commute.
  • Wellness & Professional Development: Programs and classes at little or no cost, including stress management, hard & soft skills development, career planning, massages, nutrition, meditation, and complimentary health services. Additionally, access to Harvard athletic facilities, libraries, campus events – and many discounts for various cultural and leisure activities throughout metro Boston.

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 University requires all Harvard community members to be fully vaccinated against COVID-19 and remain up to date with COVID-19 vaccine boosters, as detailed in Harvard’s Vaccine & Booster Requirements. Individuals may claim exemption from the vaccine requirement for medical or religious reasons. More information regarding the University’s COVID vaccination requirement, exemptions, and verification of vaccination status may be found at the University’s “COVID-19 Vaccine Information” webpage.

Job Function

General Administration

Location

USA – MA – Boston

Job Code

403033 Staff Assistant III

Sub-Unit

Department

Global Health and Population

Time Status

Full-time

Salary Grade

053

Union

55 – Hvd Union Cler & Tech Workers

Pre-Employment Screening

Identity

Commitment to Equity, Diversity, Inclusion, and Belonging

At the Harvard T.H. Chan School of Public Health, we believe that diversity is integral to the Harvard experience and our mission of improving public health education, research and policy. Diversity of cultural backgrounds, identities, lived experiences, perspectives, and ways of understanding the world enriches our community and enables us to best meet the public health needs of the United States and the world. Ongoing learning and development related to diversity allows for both individual and institutional growth, and is necessary to foster and sustain a culture of inclusion. To achieve this, we are committed to ensuring equitable access to opportunities for learning, living, and working at the Harvard Chan School. We maintain an unwavering dedication to diversity, inclusion, and belonging as core to our institutional values and to actively counter, minimize, and address racism, sexism, xenophobia, homophobia, gender bias, and all forms of discrimination.

Learn more about the School’s mission, objectives, and core values and our diversity, inclusion, and belonging initiatives.

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.

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