Faculty Assistant (Government)

Harvarduniversity; Cambridge (MA); On-site; USD 52,000 - 72,000; Full time

Benefits offered by this job

Parental leave

Health insurance

Job summary

Harvard University in Cambridge is seeking a Faculty Assistant to provide administrative and operational support for teaching and research. The role serves as the primary contact for administrative matters and requires a strong in-person presence to coordinate day-to-day activities.

Responsibilities include managing calendars, travel, expenses for up to 10 faculty, preparing correspondence and meeting materials, supporting events, routing requests to partners, updating Canvas materials, and

Qualifications

• Three years minimum of administrative or customer support experience.
• Strong organizational and time management skills.
• Professional written and verbal communication skills.
• Discretion and sound judgment.

Responsibilities

• Manage calendars, travel, expenses, and daily administrative needs of up to 10 faculty members.
• Prepare correspondence, reports, and meeting materials.
• Serve as primary administrative support for faculty activities (events, visitors, purchasing).
• Route faculty requests to functional partners and shared service centers.
• Provide support related to teaching and research portfolios.
• Support events led by faculty and assist with venue arrangements.
• Update Canvas course materials when TFs are not available.
• Submit faculty concur expense reports and advise on payment deadlines.
• Use word processing, databases, spreadsheets, graphics/presentations, and calendars.

Skills

Organization

Time management

Communication

Customer service

Tools

Word

Excel

PowerPoint

Canvas

Concur

Job description

Job Summary

The Faculty Assistant (FA) provides administrative and operational support to faculty to enable effective teaching and research. The FA serves as the primary point of contact for administrative matters and coordinates day-to-day activities. Strong in-person presence required.

Job-Specific Responsibilities

• Manage calendars, travel, expenses, and daily administrative needs of up to 10 faculty members
• Prepare correspondence , reports, and meeting materials
• Serve as primary administrative support for faculty activities (e.g., events, visitors, purchasing)
• Route faculty requests to proper functional partner, serving as their main point-of-contact to functional partners and shared service centers
• Provide support for faculty members directly related to their teaching and research portfolio
• Provide support for events led by faculty
• May be responsible for obtaining permissions and copyright registration.
• Updates Canvas course materials when TFs are not available.
• Submit faculty concur expense reports
• Assists designated faculty with the submission of corporate card receipts, required financial forms, and advises faculty of upcoming payment deadlines.
• Uses multiple technical applications including word processing, database management, spreadsheets, graphics and presentation software, electronic calendar, email, and other technical/scientific applications
• May perform other related duties as assigned, including sharing responsibility for general administrative coverage such as reception and event support.

Working Conditions

May be expected to work on campus up to four days per week.

This position has been determined by school or unit leaders that some of the duties and responsibilities can be effectively performed at a non-Harvard location. The work schedule and location will be set by the department at its discretion and based upon operational needs. When not working at a Harvard or Harvard-designated location, employees in hybrid positions must work in a Harvard registered state in compliance with the University's Policy on Employment Outside of Massachusetts. Additional details will be discussed during the interview process. Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

Basic Qualifications

• Three years minimum of administrative or customer support experience.

Additional Qualifications and Skills

• Strong organizational and time management skills
• Ability to manage multiple priorities with accuracy and attention to detail
• Professional written and verbal communication skills
• Discretion and sound judgment
• Ability to work independently and escalation issues appropriately
• Stakeholder coordination
• Ability to directly support multiple faculty simultaneously with a customer-service orientation
• Familiarity with higher education, research administration, or academic operations preferred
• Ability to handle confidential information with discretion.
• Ability to work across teams and with a variety of projects and constituencies
• Strong skills in Word, Excel and PowerPoint required. Experience with Canvas and Concur a plus

Certificates and Licenses

• Will require completion of internal financial, procurement, or research compliance training

Standard Hours/Schedule

35 hours per week

Visa Sponsorship Information

Harvard University is unable to provide visa sponsorship for this position

Pre-Employment Screening

Identity

Other Information

Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position

All formal offers will be made by FAS Human Resources.

Job Architecture

Academic & Faculty Support Operations, Grade 53, Individual Contributor

Work Format Details

This position has been determined by school or unit leaders that some of the duties and responsibilities can be effectively performed at a non-Harvard location. The work schedule and location will be set by the department at its discretion and based upon operational needs. When not working at a Harvard or Harvard-designated location, employees in hybrid positions must work in a Harvard registered state in compliance with the University's Policy on Employment Outside of Massachusetts . Additional details will be discussed during the interview process. Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

Salary Grade and Ranges

This position is salary grade level 053. Please visit Harvard's Salary Ranges to view the corresponding salary range and related information.

Benefits

Harvard offers a comprehensive benefits package that is designed to support a healthy work-life balance and your physical, mental and financial wellbeing. Because here, you are what matters. Our benefits include, but are not limited to:

• Generous paid time off including parental leave
• Medical, dental, and vision health insurance coverage star