Faculty Assistant III

Harvarduniversity; Cambridge (MA); On-site; USD 65,000 - 90,000; Full time

Job summary

The Department of Stem Cell and Regenerative Biology at Harvard University in Cambridge, MA is seeking a Faculty Assistant to provide high-level administrative and programmatic support to the department chair and additional faculty. The role involves complex calendar management, international travel planning, meeting logistics, and preparing reports and materials.

You will also support lab administration, purchasing via Buy2Pay, visa coordination, and coordination of appointments and events

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.

Responsibilities

• Provide comprehensive administrative support to the Department Chair, including calendar management, travel planning, and meeting logistics.
• Support lab administration, purchasing, invoicing, visa coordination, and appointments for lab personnel.
• Assist with reports, presentations, data analysis, and documentation for faculty and lab activities.
• Assist with meetings, courses, and administrative tasks for Harvard-related faculty on the Cambridge campus.

Skills

Administrative experience

Time management

Communication

Organizational skills

Prioritization

Education

Bachelor's degree

Tools

Buy2Pay

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.

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 prior