Staff Assistant III (Administrative Assistant)

Updated: 3 months ago
Location: Boston, MASSACHUSETTS

The Planetary Health Alliance (PHA) is the leading organization at the forefront of planetary health, a new, rapidly growing global field focused on the human health impacts of our disruption and the transformation of Earth's natural systems. Never before has humanity's footprint on the natural world been so large or so threatening to human health and well-being. The PHA is a global consortium of over 250 institutions in 55+ countries with a focus on rapidly expanding our understanding of, and ability to address, these threats. The PHA is housed within the T.H. Chan School of Public Health.
The PHA seeks a detail-oriented and motivated Administrative Assistant to support the PHA team in building a global community dedicated to advancing the field of planetary health. The Administrative Assistant will work closely with the PHA staff to provide administrative, financial, and communications support for all aspects of the PHA programs.

Duties and Responsibilities include, but are not limited to, the following:
  • Serve as a principal contact for PHA inquiries, through management of PHA's office phone and email account. Supports management of PHA membership and individual contacts, and PHA Regional Hubs by updating information in databases, MailChimp account, online members community, and on the website, as needed. Supports the onboarding process for new members and correspondence with members more broadly
  • Coordinate the Planetary Health Annual Meeting logistics with co-hosting institutions. Oversees the Travel Scholarship program, including advertising, supporting fundraising efforts, correspondence with applicants and selected scholars, coordination of flight arrangements with an external travel agent in accordance with Harvard Travel policy, tracking expenses, and development of programming for selected scholars
  • Support PHA communications efforts, including through copy editing and review of PHA online and print materials, frequently implementing timely updates to the PHA website, supporting creation of the PHA monthly newsletter, and support of PHA's social media engagement
  • Support internal PHA staff team functions through: tracking PHA progress in achieving milestones through managing project management software, maintaining calendars for PHA senior leadership, scheduling room reservations, note-taking, arranging staff travel, and support PHA financial administration including preparing reimbursements for staff and stakeholders, managing payments for services and supplies, and other routine financial tasks
  • Provide assistance with logistics for special events on Harvard's campus, including advertising, arranging speaker travel, room reservations, and organizing A/V
  • Provides other logistical support the PHA, as needed
  • Other duties as assigned
PLEASE NOTE: This position has a term appointment of one year from date of hire, with the possibility of extension.
PLEASE NOTE: Applicants must submit both a resume and cover letter. Applications submitted without a cover letter will not be reviewed.
PLEASE NOTE: The primary work location for this position is Boston, Massachusetts. Until our return to campus, which is still to-be-determined but anticipated to begin as soon as August/September 2021 (or later into the fall), this interview process and position will be conducted virtually – including virtual interviews, remote onboarding, and remote work. The remote nature of this position is only temporary. Local, on-campus work will be required as a condition of continued employment once the School and this role return to an operational status that supports it.

At the Harvard T.H. Chan School of Public Health, we believe that diversity is integral to the Harvard experience and our mission of improving public health education, research and policy. Diversity of cultural backgrounds, identities, lived experiences, perspectives, and ways of understanding the world enriches our community and enables us to best meet the public health needs of the United States and the world. Ongoing learning and development related to diversity allows for both individual and institutional growth, and is necessary to foster and sustain a culture of inclusion. To achieve this, we are committed to ensuring equitable access to opportunities for learning, living, and working at the Harvard Chan School. We maintain an unwavering dedication to diversity, inclusion, and belonging as core to our institutional values and to actively counter, minimize, and address racism, sexism, xenophobia, homophobia, gender bias, and all forms of discrimination.
Learn more about the School's mission, objectives, and core values and our diversity, inclusion, and belonging initiatives.
Harvard University offers an outstanding benefits package including:
  • Time Off: 3-4 weeks paid vacation, paid holiday break, 12 paid sick days, 12+ paid holidays, and 3 paid personal days per year.
  • Medical/Dental/Vision: Excellent and affordable medical, dental & vision plans, with coverage beginning as of an employee's start date.
  • Retirement: University-funded retirement plan with full vesting after 3 years of service.
  • Tuition Assistance & Reimbursement Programs: $40 per class at the Harvard Extension School, discounted options through participating Harvard graduate schools, and reimbursement options for accredited schools outside of Harvard.
  • Transportation: 50% discount on MBTA passes, as well as additional options (rideshare, biking, etc.) to assist employees in their daily commute.
  • Wellness & Professional Development: Programs and classes at little or no cost, including stress management, hard & soft skills development, career planning, massages, nutrition, meditation, and complimentary health services. Additionally, access to Harvard athletic facilities, libraries, campus events -- and many discounts for various cultural and leisure activities throughout metro Boston.
Join the Harvard T.H. Chan School of Public Health to support our mission of health research and education, and to be a part of the oldest institution of higher learning in the country!
  • The Harvard T.H. Chan School of Public Health does not provide visa sponsorship, now or in the future, for staff positions.
  • Harvard University requires pre-employment reference checks and background screenings.
  • This position has a 90 day orientation and review period. The O&R period will be waived for any internal Harvard employee transfers.
Harvard will require COVID vaccination for all Harvard community members who will have any on-campus presence. Individuals may claim exemption from the vaccine requirement for medical or religious reasons. More information regarding the University's COVID vaccination requirement and exceptions may be found at the University's

  • 3+ years of related experience required; a combination of education and experience may be considered

The following job-specific skills and competencies are preferred:
  • Bachelor's Degree
  • Experience with Google Drive Suite (Google Docs, Google Sheets, Google Forms) and Microsoft Office products (Word, PowerPoint, Excel)
  • Experience with Mailchimp (or related), basic website development/maintenance, and content resource management databases a plus
  • Keen attention to details and deadlines
  • Strong written and verbal communication skills, and demonstrated customer service orientation
  • Effective multi-tasking skills and desire to work in a fast-paced environment
  • Knowledge and/or demonstrated experience or interest in the area of global environmental change and/or public health, as it relates to planetary health
The following cultural competencies are also preferred:
  • Awareness of and aptitude to appropriately and effectively understand, respect, and adapt to cultural and identity-based difference within group environments
  • Knowledge of and commitment to concepts and issues tied to social justice, diversity, equity, and inclusion
  • Skills related to creating and supporting an environment that allows for inclusion, effective intercultural engagement, and personal humility and authenticity

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: 55234BR
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