Business Title

Research and Administrative Assistant

Auto req ID

43088BR | Apply via Harvard Careers

School/Unit

Harvard Medical School

Location

USA - MA - Boston

Job Function

General Administration

Schedule 

37.5 hours per week, Monday through Friday 8:30am-5pm

Time Status

Full-time

Department

Biomedical Informatics

Salary Grade

053

Union

55 - Hvd Union Cler & Tech Workers

Duties &
Responsibilities

The Research and Administrative Assistant (RAA) will have responsibilities to faculty in Biomedical Informatics as well as departmental responsibilities. This position will have a flexible portfolio which will fluctuate based on the administrative and research needs within the department.

The research and administrative responsibilities will be in support of various faculty members’ research and administrative needs. S/he will serve as a principal source of information on established unit/project/programs while coordinating and carrying out designated research tasks. The RAA will be a liaison between each faculty member and their research teams, University constituents as well as external contacts (governmental agencies, external committees and organizations, media, etc.). They will be asked to perform a variety of complex administrative and support duties and coordinate a wide range of research procedures under minimal direction.

The RAA will handle financial support for faculty projects, travel, and grant related expenses. This position may be asked to compose, proofread, edit/ draft materials for the preparation of research papers, manuscripts, progress reports, articles, correspondence and documents for publication and/or presentation. The RAA will be asked to participate in research meetings and summarize data.

The RAA will be expected to accommodate all administrative needs of the portfolio. The tasks include but are not limited to: managing complex calendars, arranging meetings/ appointments, booking travel, managing and tracking faculty expenses and reimbursements, coordinating sponsored travel, maintaining the NIH Biosketch and faculty CVs. Other responsibilities include arranging investigator meetings, making seminar arrangements for invited speakers, processing travel expenditures and honorarium payments, as well as organizing workshops /conferences. The RAA will provide a wide range of support including: keyboarding, composing and editing letters, memoranda, lecture/course materials, minutes, and presentations. The RAA must have excellent knowledge of multiple technical applications including Word, PowerPoint, Excel, Outlook, PubMed, EndNote, and Adobe. Furthermore, the department hosts many brown bags, seminar series, conference calls, and guests, so the RAA must be able to proficiently organize these meetings and welcome people to the department.

This position is part of the Admin Core Team which requires support on a department level. These responsibilities include a high level of customer service, administering general office procedures, and other front office coverage/duties as necessary. Cross training and absence coverage of colleague’s portfolios and daily office support will be part of this portfolio. The RAA must have superior interpersonal skills with experience providing complex administrative support in a high-profile environment with tact and diplomacy.

Basic Qualifications

Three years of related administrative experience. Higher education may count towards experience.  

Additional Qualifications

Bachelor's degree preferred. Must demonstrate strong organizational, administrative, time management, and communication (both verbal and written) skills and the ability to work under pressure in a fast-paced, developing organization with facility to interact professionally at all times. Must be familiar with academic environment. Strong knowledge of Microsoft Excel, Word, Outlook and PowerPoint, and facility with learning new computer applications. Ability to handle sensitive and confidential information. The ability to prioritize multiple tasks, meet deadlines, and organize complex projects. Must be detail-oriented. The ideal candidate is expected to work both independently and as part of a team, thus, it is essential that this candidate have the ability to assume responsibility for own professional growth and development, and the ability to utilize the principles of teamwork. The candidate needs to be a quick learner and capable of working independently with multiple and conflicting priorities and frequent deadlines. Anticipates and resolves problems and updates supervisor on status of projects. Knowledge of NIH grant application procedures, reporting guidelines and budget monitoring

Additional Information

This is a one-year term appointment with strong possibility of renewal.

Pre-Employment Screening

Identity

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 or any other characteristic protected by law.

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