Faculty Assistant (Government)

Harvard University; Massachusetts; Hybrid; USD 55,000 - 75,000; Full time

Benefits offered by this job

Generous paid time off

Medical, dental, and vision insurance

Retirement plans with university

Wellbeing resources

Tuition assistance and reimbursement

Commuter benefits

Job summary

The Faculty Assistant at Harvard University 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. Ideal candidates will have at least three years of administrative or customer support experience, excellent organizational and communication skills, and the ability to manage competing priorities across

Qualifications

• Three years minimum of administrative or customer support experience.
• Strong organizational and time management skills with attention to detail.
• Professional written and verbal communication skills; discretion and sound judgment.
• Ability to manage multiple priorities across faculty portfolios.
• Familiarity with higher education operations; experience with Canvas and financial tools is a plus.

Responsibilities

• Manage calendars, travel, expenses, and daily administrative needs for up to 10 faculty members.
• Prepare correspondence, reports, and meeting materials.
• Provide primary administrative support for faculty activities (events, visitors, purchasing).
• Route requests to partners and coordinate with shared services.
• Support teaching and research portfolios; assist with events led by faculty.
• Update Canvas course materials when TFs are unavailable.
• Submit faculty expense reports and assist with payment deadlines.
• Use word processing, database management, spreadsheets, graphics, and presentation software; calendar and email.

Skills

Organizational skills

Time management

Multi-priority handling

Written communication

Verbal communication

Discretion

Independent work

Stakeholder coordination

Customer-service orientation

Higher education familiarity

Confidentiality handling

Team collaboration

Microsoft Word

PowerPoint

Tools

Word

Excel

PowerPoint

Canvas

Concur

Job 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 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 elevate 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
  • 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 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 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 & Wellbeing Page.

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.