Staff Assistant III, Lab Operations

Conditions. Workplace Diversity, LLC.; Boston (MA); Hybrid; USD 60,000 - 85,000; Full time

Benefits offered by this job

Generous paid time off

Health insurance from day one

Tuition assistance and reimbursement

Retirement plans

Commuter benefits

Job summary

Harvard University seeks a Staff Assistant III, Lab Operation to support the Immunology Business Office and a PI's lab. You will handle diverse administrative tasks, coordinate grant-related activities, and help ensure smooth daily operations for 20+ researchers.

The role requires independent work, attention to policy details, and effective communication with Harvard departments. This hybrid position offers in‑person and remote work with standard hours.

Qualifications

• Three+ years of office admin and customer service experience.
• Ability to prepare grants proposals, reports and lab documents.
• Experience liaising with multiple departments and PI offices.

Responsibilities

• Coordinate grants proposals and progress reports for the Immunology Lab.
• Assist with lab protocol renewals and amendments (IACUC and COMS).
• Schedule travel and meetings, draft outgoing correspondence.
• Maintain PI's lab website and CV; onboard newly arrived lab members.
• Contribute to PI lab and Department goals by supporting daily operations.

Skills

Administrative systems

Policy knowledge

Communications

Liaison with departments

Documentation and reporting

Education

High school diploma or equivalent

Tools

Word processing

Spreadsheets

Databases

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 Harvard Medical School?

Harvard Medical School's mission is to nurture a diverse, inclusive community dedicated to alleviating suffering and improving health and well-being for all through excellence in teaching and learning, discovery and scholarship, and service and leadership.

You'll be at the heart of biomedical discovery, education, and innovation, working alongside world-renowned faculty and a community dedicated to improving human health. This is more than a job - it's an opportunity to shape the future of medicine.

Job Description

The Department of Immunology seeks to fill a Staff Assistant III, Lab Operation position to help support the business office in the department and to support a Principal Investigators lab. Will perform a variety of complex administrative/support duties to coordinate the activities and procedures of the Immunology Business Office and faculty lab support. Will assist the Principal Investigator (PI) in administrative tasks to support the daily running of a laboratory for 20+ researchers. The responsibilities of this position are highly variable depending on the needs of the PI and the Business Office, it will include; assisting in the submission of grants proposals and progress reports; assist with lab protocol renewals and amendments (IACUC and COMS); coordination of travel/ meeting commitments; assist in the drafting of out-going correspondence; serving as administrative liaison with other Harvard departments; maintenance of the PI’s lab website and curriculum vitae (CV); assist with the onboarding of newly arrived lab members. Prepare purchase orders and payment requests and reimbursements for the department and the lab. Works independently with minimal supervision. Updates supervisors on status of projects.

• Organizes and implements administrative systems and procedures performing necessary support duties.
• Serves as principal source of information on established School and Department policies and advises the faculty, students or staff on existing options or alternatives. Gathers and maintains data for and assists in preparing reports, often using a variety of computer software.
• Prepares and maintains the PI’s lab and department’s records, reviews complex documents, reports, etc., to assure compliance with university requirements and/or government regulations and notifies supervisors of unusual situations.
• Acts as liaison with related programs or projects at other universities or with government agencies, keeping the supervisor informed of relevant information.
• Provides for smooth day-to-day flow of communications within the PI’s lab and the Immunology Department.
• May compose, proofread, edit and prepare correspondence, reports and other materials using word processing, spreadsheets and/or databases.
• May arrange for use of facilities and advise availability of services within and outside the University for gatherings such as conferences and seminars.
• May assist in training, scheduling and distributing work of other staff members, students, and temporary workers.
• Contributes to PI lab and Department goals by accomplishing related duties as required.

Qualifications

Basic Qualifications:

• Three + years related experience with proven office administration and customer service skills required. Education beyond high school may count toward experience.

Additional Information

• Term: This is a one-yearterm position from the date of hire, with the possibility of extension, contingent upon work performance and continued funding to support the position.
• Standard Hours/Schedule:35 hrs. per week | Monday - Friday | 9:00 am - 5:00 pm.In office 3 days a week and remote 2 days a week.
• Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position.
• Pre-Employment Screening: Identity
• Staying Informed About Your Application: Due to the high volume of applications, we may not always be able to reach out right away, but you can track your status anytime through the Careers@Harvard portal.

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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 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.