Coordinates complex and confidential activities in support of 2-3 faculty members with research groups of 20+ and extensive sponsored research portfolios. Acts as primary point person for facilities and equipment issues, and IT service and repairs; and is a liaison between the lab and the department, and other university collaborators. Organizes and implements all group administrative systems and procedures. Organizes and manages all logistics for conferences, symposia, events, and retreats for PI and lab. Serves as a primary source of contact with vendors.
Works with OEB Finance to provide periodic updates to faculty/PI on spending, and monitors spending on faculty accounts. Purchases and maintains inventory of supplies for office and lab. Processes all lab orders and submits payment requests to OEB. Creates and submits corporate card and PCard payments for processing. Processes all expense reimbursements to faculty and lab members.
Ensures that journals adhere to University copyright policies. May edit manuscripts and coordinate submission to journals. May provide support for drafting, editing, and submitting letters of recommendation, reports, and non-scientific materials for proposals. Maintains and updates faculty documents. Maintains and organizes a high volume of complex calendar requests and travel arrangements. Assists with creating presentation materials and visual aids. Assists with preparation, organization and dissemination of various meeting materials. Assists with preparation of course and lecture materials. Maintains and updates lab and project websites. Serves as the project manager on all redesign and content updates.
Sponsored Research Support:
Assists in preparation of grant proposals and reports. In collaboration with OEB sponsored research staff, reviews finances for sponsored research budgetary compliance issues. Serves as point of contact and resource for scientific collaborators.
Maintains lab training rosters and ensures all members of the labs are in compliance with EH&S regulations. Arranges travel logistics for lab members to attend conferences and meetings. Works closely with OEB Administration to provide information for academic and research appointments. Provides an orientation to new post-docs, graduate students, temps/LHTs into the labs. May assist with lab protocols. May assist with the purchase, import and export of live animals in conjunction with OAR and external vendors/researchers.
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.
Salary Grade: 054
Union: 55 - Hvd Union Cler & Tech Workers
Three years of office administration experience. Education beyond high school may count towards experience.
College degree preferred, or an equivalent of education plus experience in an office environment. Prior experience working closely with faculty and/or researchers. Experience with budgets and grants preferred. Solid working knowledge of computer software and electronic communications tools. Excellent interpersonal and communication skills required. Ability to prioritize work in an environment with multiple and conflicting interests. Ability to work independently with minimal supervision. Ability to handle complex and confidential information with discretion. 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.
EQUAL OPPORTUNITY EMPLOYER: 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, or any other characteristic protected by law.
Internal Number: 51092BR
About Harvard University Faculty of Arts and Sciences
Harvard University is devoted to excellence in teaching, learning, and research, and to developing leaders in many disciplines who make a difference globally. The University, which is based in Cambridge and Boston, Massachusetts, has an enrollment of over 20,000 degree candidates, including undergraduate, graduate, and professional students. Harvard has more than 360,000 alumni around the world. The University has twelve degree-granting Schools in addition to the Radcliffe Institute for Advanced Study, offering a truly global education. Established in 1636, Harvard is the oldest institution of higher education in the United States.