Job Description

Administrative Coordinator to the Chair

11-Oct-2024
Administrative Coordinator to the Chair

Harvard Medical School

67010BR

Position Description

The Department of Health Care Policy (HCP) is a dynamic, data-driven research environment that brings together economists, statisticians, physicians and health services researchers focused on improving public health through comprehensive policy research and education. At a pivotal time for the department, the Administrative Coordinator (AC) will provide seamless operational support to the Departmental Chair. The AC will be a key member of the administrative team in Health Care Policy, reporting to the Chair with a dotted reporting line to the Assistant Director of Administration.

The AC/EA will provide a range of complex administrative and project support work, including but not limited to, the following primary responsibilities:

• Serve as administrative contact and liaison for the Chair with school or external contacts, including routing incoming communications, managing requests for information, and welcoming guests.
• Manage complex calendars and support the daily needs of the Chair, respond to meeting requests, handle scheduling conflicts, and anticipate and resolve any issues that may arise.
• Research, prioritize and follow up on issues and concerns addressed to the Chair including those of a sensitive and/or confidential nature.
• Coordinate logistics for meetings and seminars, including distribution of agendas, and event/facilities reservations.
• Arrange foreign and domestic travel plans, creating detailed agendas and processing all reimbursement activity for Chair and related visitors.
• Support Chair in the preparation and submission of letters, grants and manuscripts for publication, in addition to administrative support of Chair's overall research initiatives (CV/trainee information, assistance with research protocols, liaising with finance, IT, etc.).
• Preparation of meeting or project materials including background data, presentations, reports, slides using Microsoft Office, Adobe, and related software applications.
• Assist with training and onboarding of students and temporary staff.
• Other administrative and clerical duties as assigned.

Basic Qualifications

Three or more years of related administrative experience. Higher education may count toward experience.

Additional Qualifications and Skills

• Bachelor's degree or equivalent experience preferred.
• Excellent oral and written communication skills.
• Exemplary organizational, interpersonal, and problem-solving skills; detail-oriented.
• Acts independently with sound judgment, as well as with a team.
• Interacts professionally and diplomatically with faculty, trainees, staff, and visitors with diverse backgrounds and roles.
• Able to prioritize and manage multiple tasks under tight deadlines.
• Handles sensitive issues and confidential information with discretion.
• Capacity and willingness to learn new programs and technologies.
• Exhibits enthusiasm and a positive attitude.
• Proficiency with Microsoft Office Suite (Outlook, Word, and Excel) and Mac-based operating systems is required (Mac computer will be provided).
• Familiarity with academic research environment is preferred.
• Familiarity with Adobe Acrobat, Dropbox, Keynote, Zoom, Slack, and online calendaring systems is preferred.

Additional Information

The health of our workforce is a priority for Harvard University. With that in mind, we strongly encourage all employees to be up-to-date on CDC-recommended vaccines.

Please note that we are currently conducting a majority of interviews and onboarding remotely and virtually. We appreciate your understanding.

The Harvard Medical School is not able to provide visa sponsorship for this position.

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Work Format Details

This is a hybrid position that is based in Massachusetts. Additional details will be discussed during the interview process. All remote work must be performed within one of the Harvard Registered Payroll States, which currently includes Massachusetts, Connecticut, Maine, New Hampshire, Rhode Island, Vermont, Georgia, Illinois, Maryland, New Jersey, New York, Virginia, Washington, and California (CA for exempt positions only). Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

Benefits

We invite you to visit Harvard's Total Rewards website (https://hr.harvard.edu/totalrewards) to learn more about our outstanding benefits package, which may include:

• Paid Time Off: 3-4 weeks of accrued vacation time per year (3 weeks for support staff and 4 weeks for administrative/professional staff), 12 accrued sick days per year, 12.5 holidays plus a Winter Recess in December/January, 3 personal days per year (prorated based on date of hire), and up to 12 weeks of paid leave for new parents who are primary care givers.
• Health and Welfare: Comprehensive medical, dental, and vision benefits, disability and life insurance programs, along with voluntary benefits. Most coverage begins as of your start date.
• Work/Life and Wellness: Child and elder/adult care resources including on campus childcare centers, Employee Assistance Program, and wellness programs related to stress management, nutrition, meditation, and more.
• Retirement: University-funded retirement plan with contributions from 5% to 15% of eligible compensation, based on age and earnings with full vesting after 3 years of service.
• Tuition Assistance Program: Competitive program including $40 per class at the Harvard Extension School and reduced tuition through other participating Harvard graduate schools.
• Tuition Reimbursement: Program that provides 75% to 90% reimbursement up to $5,250 per calendar year for eligible courses taken at other accredited institutions.
• Professional Development: Programs and classes at little or no cost, including through the Harvard Center for Workplace Development and LinkedIn Learning.
• Commuting and Transportation: Various commuter options handled through the Parking Office, including discounted parking, half-priced public transportation passes and pre-tax transit passes, biking benefits, and more.
• Harvard Facilities Access, Discounts and Perks: Access to Harvard athletic and fitness facilities, libraries, campus events, credit union, and more, as well as discounts to various types of services (legal, financial, etc.) and cultural and leisure activities throughout metro-Boston.

Job Function

General Administration

Department Office Location

USA - MA - Boston

Job Code

403035 Executive Assistant

Work Format

Hybrid (partially on-site, partially remote)

Sub-Unit

------------

https://hr.harvard.edu/salary-ranges#ranges

054

Department

Health Care Policy

Union

55 - Hvd Union Cler & Tech Workers

Time Status

Full-time

Pre-Employment Screening

Criminal, Identity

Schedule

35 hrs. per week | Monday - Friday | 9:00 am - 5:00 pm
On rare occasions, available outside regularly scheduled hours for business continuity purposes (evenings, weekends, or holidays)

Commitment to Equity, Diversity, Inclusion, and Belonging

We are committed to cultivating an inclusive workplace culture of faculty, staff, and students with diverse backgrounds, styles, abilities, and motivations. We appreciate and leverage the capabilities, insights, and ideas of all individuals. https://hms.harvard.edu/about-hms/campus-culture/mission-statement-community-values https://hms.harvard.edu/about-hms/campus-culture/mission-community-values-diversity-statement

EEO Statement

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, gender identity, sexual orientation, pregnancy and pregnancy-related conditions, or any other characteristic protected by law.

LinkedIn Recruiter Tag (for internal use only)

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