Staff Assistant III

24-May-2024

Harvard School of Dental Medicine

65865BR

Job Summary

The Staff Assistant will be responsible for the daily administrative support of the Department and Advanced Graduate Education Programs within the Department of Oral Medicine, Infection, and Immunity. Due to their diverse roles, the level of support and time commitment to each faculty member varies considerably and may fluctuate to meet the needs of the Department.

Position Description

• Process payments and reimbursements using online financial systems (Concur, corporate & purchasing cards, Web voucher/HCOM, etc.).
• Arrange travel, calendar management, and meeting scheduling (including reserving facility and equipment use as needed).
• Administrative tasks such as managing incoming calls, receiving and distributing mail, preparing documents, managing departmental data (paper and electronic), and ordering/maintaining supplies.
• Assist with the organization/implementation of department projects and events (including but not limited to commencement, continuing education, seasonal events/programs) and other administrative duties as necessary.
• Course management/scheduling (including but not limited to preparing and/or uploading course materials to Canvas or MyCourses, communications to students, and schedule management), DMD clinical coverage, pre-doctoral curriculum courses, report preparation, correspondence, and group/individual communications.
• Help coordinate didactic classes, syllabi for courses, continuing education courses, laboratory exercises, event planning, and clinical activities in the Harvard Dental Center.
• Assist with administration of faculty appointments, promotions, and visas. 
• Communication with students, faculty members (FT and PT), colleagues within and outside HSDM, invited guests, and others as needed.
• Keeping updated and complete electronic records for each program (faculty, student, alumni, courses, financial payments).
• Provide administrative support to department labs. 
• Other projects assigned by the Department Administrator and/or Department Chair.
• Performs other related duties as assigned or requested.

Basic Qualifications

• Bachelor degree or 3 years of progressively responsible administrative experience 
• The candidate should demonstrate a strong knowledge of MS Office applications such as Outlook, SharePoint, Excel and Word.
• Ability to manage complex and multiple projects simultaneously to meet the required deadlines. 
• Strong customer service and interpersonal skills. 
• Ability to perform the essential functions of the position with or without reasonable accommodation.
• Ability to successfully pass a comprehensive background check at hire.

Additional Qualifications and Skills

• Familiarity with Harvard University financial and administrative systems strongly preferred. 
• Bachelor’s degree in business administration and management or another relevant field preferred. 
• Experience working in an academic setting preferred. 
• Experience in dental electronic health record management software a plus. 
• Individuals must be self-motivated.
• Must have the ability to pay attention to detail, strong analytical and organizational skills, ability to multi-task, and excellent customer service skills.
• Demonstrate oral and written communication skills. 
• Ability to work independently with minimal supervision.

Physical Requirements

• May be required to sit and/or stand for long periods of time. 
• This position may require spending time in the clinical/lab areas. 
• Occasional overtime may be required. 

Additional Information

Compensation Range (hourly rate): Salary is based on related experience, expertise, and internal equity.  Generally new hires can expect compensation between the minimum and midpoint of the range.

• Minimum            $29.91
• Midpoint             $38.32
• Maximum           $46.73

Commitment to Equity, Diversity, Inclusion, and Belonging:  We are dedicated to being a community within which self-respect and mutual respect are understood and practiced, HSDM believes that compassion, fairness, and trust are fundamental values that enable our individual and collective well-being. We recognize the diversity of individuals within the community to be an essential ingredient to an inspiring, vigorous, and exciting culture. And we recognize that ethics and integrity provide the framework for all our efforts.  HSDM Mission, Vision, and Core Values  

Work Format Details

This position is based primarily on-campus, in Massachusetts. This may include in-person during emergency situations (if applicable). Additional details will be discussed during the interview process. Certain visa types 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

403033 Staff Assistant III

Department

Oral Medicine, Infection, and Immunity

Union

55 - Hvd Union Cler & Tech Workers

Pre-Employment Screening

Criminal, Education, Identity

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.

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.