Administrative and Operations Assistant

Job Summary

The Harvard Department of Stem Cell and Regenerative Biology (HSCRB) is a cross-school department, committed to the advancement of biomedical research and to delivering innovative teaching and training at the interface of biology and medicine.

Reporting to HSCRB Associate Director of Administration, the Administrative and Operations Assistant will provide support in the areas of general administration, space and departmental operations of the Stem Cell and Regenerative Biology Department.

Auto req ID

58047BR

Job Code

403033 Staff Assistant III

Location

USA - MA - Cambridge

Business Title

Administrative and Operations Assistant

Sub-Unit

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

Salary Grade

053

Time Status

Full-time

Union

55 - Hvd Union Cler & Tech Workers

Basic Qualifications

A minimum of 3 years administrative work experience. Education may count towards experience.

Additional Qualifications and Skills

Bachelor's degree strongly preferred. Work experience in an academic environment. Strong attention to detail, organization and customer service skills. Familiarity with AV and web-based communication systems (Skype, Zoom, etc.).

Department

Stem Cell and Regenerative Biology

Pre-Employment Screening

Identity

Schedule

This position requires onsite presence Monday - Friday, 9-5pm

Job Function

General Administration

Position Description

More specifically:

In the area of general administrative operations:

- Provide scheduling support to the Executive Director (as a back-up to the senior admin coordinator and as needed) and Associate Directors;

- Process reimbursements for the Executive Director;

- Draft departmental announcements on behalf of the Executive Director and Associate Directors;

- Make travel arrangements and coordinate parking for the Executive Director and departmental visitors;

- Participate in and clerk departmental DIBE (Diversity, Inclusion, Belonging and Equity) meetings.

In support of HSCRB Administrative Operations:

-Develop content for departmental Visix screens and administrative newsletter to share information on Harvard resources, benefits, departmental events, programs, and announcements;

- Update information in the departmental contacts database based on the Department's personnel changes (new personnel starting and people leaving);

- Provide coverage for faculty assistants during their absences, including appointment and financial processing, scheduling and meeting support, travel arrangements, ordering of office or lab supplies.

- Greet and provide assistance to departmental visitors.

In the area of space and departmental operations:

- Provide support and assist with troubleshooting Audio and Visual (A/V) issues M-F, between 12pm-5pm and 9-5 when the primary departmental AV support contact is out of the office;

-Responsible for day-to-day coffee machine operations, including ordering, delivery and set up of coffee and milk, cleaning of the coffee area throughout the day, breaking down of the coffee machine at the

end of the day; act as backup for liaising with vendor around troubleshooting machine’s operations while the primary departmental contact is out of the office;

- Coordinate and directly provide logistical support for social events for core admin staff, such as baby showers and farewell gatherings; or for the department;

- Organize space logistics for administrative meetings for the Executive Director or Associate Directors, including booking rooms, setting up and breaking down rooms, coordinating with custodians, organizing and setting-up catering, and cleaning up after each meeting.

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

The University requires all Harvard community members to be fully vaccinated against COVID-19 and remain up to date with COVID-19 vaccine boosters, as detailed in Harvard’s Vaccine & Booster Requirements . 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/ .

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.