Faculty Assistant III

Harvard University FAS Human Resources; Cambridge (MA); On-site; USD 60,000 - 90,000; Full time

Job summary

Harvard University in Cambridge, MA seeks a Faculty Assistant to provide high-level administrative and programmatic support to the department chair and associated faculty. The role involves coordinating calendars, travel, meetings, budgets, and special projects across Harvard campuses and external partners.

The ideal candidate has 5+ years in administration, strong communication, and the ability to handle confidential information with discretion.

Qualifications

• Minimum of five years of administrative or customer service experience.
• Bachelor’s degree preferred.
• Strong organizational and time-management skills.
• Ability to manage multiple priorities with accuracy and discretion.

Responsibilities

• Provide comprehensive administrative support to the Department Chair, including coordination of research, teaching and administrative tasks.
• Manage laboratory operations, ordering, invoicing, and equipment/supplies for the lab.
• Coordinate appointments, visas, and personnel actions with investigators and HR representatives.
• Prepare reports, presentations, and minutes; assist with data analysis and figure generation.
• Arrange travel, meetings, and events across multiple Harvard campuses and funders.
• Support non-FAS faculty with campus needs, including Buy2Pay purchases and meeting logistics.

Skills

Administrative experience

Calendar management

Communication skills

Stakeholder coordination

Education

Bachelor's degree

Tools

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 Department of Stem Cell and Regenerative Biology is seeking an experienced, highly professional, collaborative and proactive Faculty Assistant to provide efficient and effective administrative and programmatic support of varying complexity for the department faculty chair and ancillary support for four to five additional faculty members for Harvard-related business. The Faculty Assistant will perform a wide range of advanced, diversified, and confidential administrative duties that are complex in nature and where sound judgment, independent action and a high degree of initiative are required in resolving issues and making recommendations. The Faculty Assistant will determine methods and procedures on new assignments and projects, and will perform administrative duties in areas such as communications with strategic internal and external partners, coordinate high profile meetings, travels and events, initiate and execute specialized projects, as well as provide lab administration services as needed.

Specific responsibilities will include:

Department Chair High-level Support

• Provide comprehensive administrative support to the Department Chair, including support for research, teaching, and administrative responsibilities. Use sound judgment and experience to interpret the faculty member’s directions;
• Make independent decisions to triage the demand for the faculty’s time in light of their overall priorities, follow through to ensure each engagement is completed and well executed satisfactorily;
• Provide high level calendar management services to department chair; plan and execute complex travel itineraries both local and international, coordinate visits from strategic internal and external partners across multiple Harvard campuses as well as funders and research collaborators;
• Plan and execute high profile meetings, prepare and disseminate materials and meeting minutes; develop and facilitate schedules for department visitors; process reimbursements, manage all meeting/event logistics including room booking, AV, and catering as needed.
• Assist with report and presentation preparation, including data analysis, generating tables and figures, and editing, assembling, and formatting documents.
• Print, organize, and transport print materials for courses, meetings, conferences, and events.

Wagers Lab Administration

• Manage administrative operations and financial, physical/laboratory, and personnel resources for the Wagers Laboratory;
• Support lab ordering processes, including submitting orders, account reconciliation, and invoice processing using Buy2Pay;
• Work with department chair to coordinate all research appointments/ re-appointment, including appropriate documentation for initial appointment, monitoring appointment end dates, timely submission of paperwork and work with the investigator to ensure equity in salary determination;
• Anticipate needs of laboratory appointees and investigate and resolve a broad range of personnel issues;
• May coordinate requests for visas by working with employees, Investigator, and Faculty and Academic Affairs representatives;
• Process reimbursements for lab members and visitors, orders and invoices;
• Coordinate lab administrative meetings and social events;
• May interface with vendors and lab members on the purchase of equipment or services and scheduling of delivery or maintenance visits;
• May be responsible for obtaining permissions and copyright registrations.

Additional Administrative Support:

• Provide ancillary community and teaching based support for four to five non-FAS based faculty for Harvard-related business needs on the Cambridge campus including making purchases through Buy2Pay, and assisting with meetings and courses.
• Maintain and update faculty documents (bibliographies, CV, presentations, and/or web pages).
• Assist with printing, organization, maintenance and distribution of didactic materials used in teaching of undergraduate, graduate and medical school courses, and other materials for meetings, conferences, and events.
• Assist with report and presentation preparation, including data analysis, generating tables and figures, and editing, assembling, and formatting documents.
• Participate in, support, and prioritize a wide range of projects. Initiate projects by determining tasks to be done, identify individuals needed, coordinate meetings, and distribute data, as necessary.
• Support the Chair and the Executive Director with strategic, administrative, and operational projects as assigned.
• Perform other activities as needed.

Working Conditions:

This position is primarily on-campus in Cambridge, MA, with four days per week on site generally expected. Flexibility in weekly schedule will be discussed during the interview process.

Qualifications

Basic Qualifications:

Minimum of five years of administrative or customer service experience

Additional Qualifications and Skills

• Bachelor’s degree preferred.
• 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.

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: All formal offers will be made by FAS Human Resources

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 055. Please visit Harvard's Salary Ranges to view the corresponding salary range and related information.

Benefits

Harvard offers a comprehensive benefits package