Faculty Assistant (Government)

Harvard University, Faculty of Arts & Sciences; Cambridge (MA); Hybrid; USD 52,000 - 68,000; Full time

Benefits offered by this job

Generous paid time off

Medical, dental, vision coverage

Tuition assistance

Commuter benefits

Job summary

Harvard University, Faculty of Arts and Sciences is seeking a proactive Faculty Assistant to provide administrative and operational support to faculty, managing calendars, travel, expenses, and day-to-day activities with a strong in-person presence when needed.

The role emphasizes organizational excellence, multi-project coordination, and professional communication, with hybrid work options and up to four on-campus days per week.

Qualifications

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

Responsibilities

• Manage calendars, travel, expenses, and daily administrative needs for 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 proper functional partner and act as main point-of-contact.
• Provide support for teaching and research portfolios.
• Assist with events led by faculty and submission of financial reports.
• Update Canvas course materials when TFs are unavailable.

Skills

Organizational skills

Time management

Communication skills

Attention to detail

Independence

Stakeholder coordination

Customer-service mindset

Multitasking

Tools

Microsoft Word

Excel

PowerPoint

Canvas

Concur

Job description

Company Description

By working at Harvard University, you join a vibrant community that advances Harvard's world-changing mission in meaningful ways, inspires innovation and collaboration, and builds skills and expertise. We are dedicated to creating a diverse and welcoming environment where everyone can thrive.

Why join the Harvard Faculty of Arts and Sciences?

The Faculty of Arts and Sciences (FAS) is the historic heart of Harvard University. It is the home of Harvard’s undergraduate program (Harvard College, founded in 1636) as well as all of Harvard’s Ph.D. programs (the Harvard Kenneth C. Griffin Graduate School of Arts and Sciences, founded in 1872), Harvard Athletics and the Division of Continuing Education. The 40 academic departments and 30+ centers of the FAS support a community unparalleled in its academic excellence across the broadest range of liberal arts and sciences disciplines. Together, the FAS seeks to foster an environment of ambition, curiosity and shared commitment to knowledge and truth that elicits excellence from all members of our community and prepares the next generation of leaders through a transformative educational experience.

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 administrativeneeds 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 astheir main point-of-contact to functional partners and sharedservice centers
• Provide support for faculty members directly related to theirteaching and research portfolio
• Provide support for events led by faculty
• May be responsible for obtaining permissions and copyrightregistration.
• Updates Canvas course materials when TFs are notavailable.
• Submit faculty concur expense reports
• Assists designated faculty with the submission of corporatecard receipts, required financial forms, and advises faculty ofupcoming payment deadlines.
• Uses multiple technical applications including word processing,database management, spreadsheets, graphics and presentationsoftware, electronic calendar, email, and othertechnical/scientific applications
• May perform other related duties as assigned, including sharingresponsibility for general administrative coverage such asreception 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 effectivelyperformed at a non-Harvard location. The work schedule and locationwill be set by the department at its discretion and based uponoperational needs. When not working at a Harvard or Harvard-designated location, employees in hybrid positions mustwork 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.

Qualifications

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 andattention to detail
• Professional written and verbal communication skills
• Discretion and sound judgment
• Ability to work independently and escalation issuesappropriately
• Stakeholder coordination
• Ability to directly support multiple faculty simultaneouslywith a customer-service orientation
• Familiarity with higher education, research administration, or academic operations preferred
• Ability to handle confidential information withdiscretion.
• Ability to work across teams and with a variety of projects andconstituencies
• 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

Additional Information

• 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
  • Other Information: 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 effectivelyperformed at a non-Harvard location. The work schedule and locationwill be set by the department at its discretion and based uponoperational needs. When not working at a Harvard or Harvard-designated location, employees in hybrid positions mustwork 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 starting on day one
• Retirement plans with university contributions
• Wellbeing and mental health resources
• Support for families and caregivers
• Professional development opportunities including tuition assistance and reimbursement
• Commuter benefits, discounts and campus perks

Learn more about these and additional benefits on our Benefits & WellbeingPage.

EEO/Non-Discrimination Commitment Statement

Harvard University is committed to equal opportunity and non-discrimination. We seek talent from all parts of society and the world, and we strive to ensure everyone at Harvard thrives. Our differences help our community advance Harvard's academic purposes.

Harvard has an equal employment opportunity policy that outlines our commitment to prohibiting discrimination on the basis of race, ethnicity, color, national origin, sex, sexual orientation, gender identity, veteran status, religion, disability, or any other characteristic protected by law or identified in the university's non-discrimination policy. Harvard's equal employment opportunity policy and non-discrimination policy help all community members participate fully in work and campus life free from harassment and discrimination.