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Faculty Assistant III

Employer
Harvard University, Faculty of Arts & Sciences
Location
Massachusetts, United States
Salary
Salary Not Specified
Date posted
Sep 23, 2022

Job Details

Job Summary

Faculty Coordinator generally supports two to three faculty/PIs with a combined research group of 30+ members within the Department of Organismic and Evolutionary Biology. This position reports directly to the Associate Director of Administration with a dotted line report to the PIs.

Auto req ID

59819BR

Job Code

403039 Faculty Assistant III

Location

USA - MA - Cambridge

Business Title

Faculty Assistant III

Sub-Unit

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

Salary Grade

055

Time Status

Full-time

Union

55 - Hvd Union Cler & Tech Workers

Basic Qualifications

Five years of experience with office administration and customer service skills required. Education may count towards experience.

Additional Qualifications and Skills

College degree preferred, or an equivalent of education plus experience in an office environment. Prior experience working with a research or related group and/or working closely with faculty, researchers, and administrative staff. Experience working with budgets, specifically with grants proposals, monitoring and reporting. Solid working knowledge of office processes and business policy development, and of related computer software and electronic communications tools. Must be proactive. Needs to be able to work independently with minimal supervision and have excellent judgement. Ideal candidate is extremely organized, detail oriented, and a dynamic problem solver. Proven interpersonal skills with experience providing complex administrative support in a high-profile environment with tact and diplomacy. Ability to work across teams and with a variety of projects and constituencies. Must be able to handle confidential information with discretion.

Additional Information

A resume and cover letter must be submitted in order to be considered for this position.

Harvard University will not provide visa sponsorship for this position.

***All formal offers will be made by FAS Human Resources.

OEB is a diverse and vibrant department with a broad range of research and teaching interests, ranging from the evolution and control of gene expression patterns within individuals and populations to the dynamics of ecosystems. Field and laboratory studies are key to understanding the evolution of organisms, how biodiversity is generated and maintained, how organisms work, and how organisms interact with their environment. OEB has close working associations with its allied institutions: the Museum of Comparative Zoology (MCZ) and the Harvard University Herbaria (HUH), as well as the Arnold Arboretum and the Harvard Forest. These institutions and their collections offer an unparalleled, rich set of resources for OEB students, faculty, visitors and staff.

COVID Vaccine Policy: The University requires all Harvard community members to be fully vaccinated (primary series) against COVID, as detailed in Harvard’s Vaccine & Booster Information . Individuals may claim exemption from the vaccine requirement for medical or religious reasons. More information regarding the University’s COVID vaccination requirement, exemptions, and verification of vaccination status may be found at the University’s “COVID-19 Vaccine Information” webpage: http://www.harvard.edu/coronavirus/covid-19-vaccine-information/ .

Department

Organismic and Evolutionary Biology (OEB)

Pre-Employment Screening

Identity

Schedule

Monday - Friday, 9am-5pm

Job Function

General Administration

Position Description

Administrative Support: Acts as a liaison with lab, department, University and external personnel. Acts as primary point of contact for facilities, equipment, and IT service and repairs. Provides coverage for other complex projects or labs. Acts as a mentor to other faculty support staff in the department. Handles all event logistics for the lab, and serves as a primary source of contact for vendors. Designs and implements administrative standard operating procedures and systems for multiple laboratory groups, and works collaboratively with PIs on emerging areas of interdisciplinary research. Responsible for supervising and orienting new temps and students into the lab. Coordinates and oversees networking and social events. Responsible for maintaining and updating lab and project websites.

Faculty Support: Ensures journals adhere to University copyright policies. Edits manuscripts, and coordinates manuscript submissions to journals. Assists in drafting, editing, and submission for letters of recommendation, reports, and proposals, and course materials. Maintains and updates faculty documents. Manages the high volume of complex calendar invitations and subsequent travel. Prepares presentation and meeting materials. Assists with preparation, organization and dissemination of various internal and external committee materials.

Lab Support: Arranges complex domestic and international travel and field trip logistics and assists with permits. Responsible for the maintenance and review of all lab protocols including personnel onboarding, preparation and submittal of new protocols, annual renewals and amendments to ensure compliance with safety regulations. Assists with lab IACUC protocols. Assists with the purchase, import and export of live animals in conjunction with OAR and external vendors/researchers. May assist with exporting of equipment and materials. Responsible for lab training rosters and ensuring all members of the labs are in compliance with EH&S regulations. Works closely with OEB Administration to provide documentation for all new (or any changes) research appointments. Coordinates the orientation of new incoming post-docs and graduate students.

Financial: Assists with budget preparation, including financial portions of research grants for federal and non-federal funding agencies. In conjunction with the OEB Finance Office serves as a resource on multiple project funding terms and conditions and provides periodic updates to faculty on spending rates. Responsible for monitoring all supply purchasing and processing all orders; submitting corporate card payments; submitting all travel reimbursements; and ensuring payment requests are submitted in proper format and in a timely manner.

Sponsored Research Support: Assists with both pre-award and post-award grants administration including development, preparation, and writing of all non-scientific materials. Ensures lab meets all grant submission and reporting deadlines and coordinates submission of all proposals to the OEB financial office. Coordinates administrative activities of subcontract institutions as needed.

Applications without a cover letter will not be reviewed.

School/Unit

Faculty of Arts and Sciences

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.

Working Conditions

Office and lab. Some pushing, pulling, lifting (may assist with deliveries of lab supplies, food, etc.), may move boxes, sort files, etc.

Commitment to Equity, Diversity, Inclusion, and Belonging

Harvard University views equity, diversity, inclusion, and belonging as the pathway to achieving inclusive excellence and fostering a campus culture where everyone can thrive. We strive to create a community that draws upon the widest possible pool of talent to unify excellence and diversity while fully embracing individuals from varied backgrounds, cultures, races, identities, life experiences, perspectives, beliefs, and values.

Company

 Harvard FAS

The Faculty of Arts and Sciences is the home of Harvard’s undergraduate program (Harvard College, founded in 1636) as well as all of Harvard’s PhD. programs (the Graduate School of Arts and Sciences, founded in 1872). The 40 academic departments and more than 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.

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