01-Nov-2022

Faculty of Arts and Sciences

60326BR

Job Summary

Reporting to a number of faculty members and the Associate Director of Administration, this position performs a wide range of complex and confidential administrative duties in support of teaching and research in the Department of Physics. Keeps faculty attuned to the demands of the day at hand and the weeks ahead and advises faculty and their research groups on Department and University policies and procedures. Ideal candidates will be able to orient a range of clients to Harvard University with warmth and positivity navigating lab and non-lab groups with ease.

Position Description

Calendar/Speaker Series/Websites/Travel
Schedules meetings and seminars, maintains detailed calendars, and keeps faculty and group websites up to date. Makes complex travel and housing arrangements for faculty and scholarly visitors and processes expense reports.This individual will be a key liaison in supporting robust speaker seminar series (virtual and/or in-person) within the Department of Physics, including designing and promoting event collateral, arranging for catering, and making conference/virtual room reservations as needed, in addition to all aspects of domestic and international travel and housing arrangements for faculty, group members, and incoming visitors.

Reporting: Letters of Recommendation & Grant Support
Composes and edits correspondence, prepares letters of recommendation, course materials, and scientific articles which may involve scientific terminology and mathematical technical typing and desktop publishing script languages in programs like LaTex and Mathematica. Invests the time in becoming proficient in such tools and others as identified. Prepares and formats grant proposals and technical reports, working closely with the assigned grants manager owning the non-financial end of pre and post award grant submissions and reporting including CVs, collaborator lists, publication lists, and narrative statements.

Appointments & Liaison work
Partners with Physics faculty and a variety of administrative coordinators on the appointment process for postdoctoral, graduate, and undergraduate appointments. As the primary point of contact for each faculty cluster serves as lead liaison connecting faculty and students to resources, systems, and trainings.

Resources
Helps assign desk/office/workspace for visiting scholars and postdoctoral researchers. Maintains office equipment, coffee and office supplies, and paper and electronic files. Orders supplies and organizes files.

Financial
Processes expense reports and reimbursements, reconciles corporate card and Pcard payments. Plays key role in ensuring that all group members, both theory and lab groups, have the training they need on all tools in order to utilize current methods for purchasing lab/non-lab materials. Redirects and/or resolves billing problems and accounting errors internally and with outside vendors. Performs related duties as required.

Basic Qualifications

Three or more years of administrative experience in an academic, or research environment or laboratory or other complex office environment.

Additional Qualifications and Skills

College degree strongly preferred or an equivalent of education plus relevant business experience with strong communication skills -- both verbal and written. Previous experience in academia, research lab setting or health care environment valuable, as is in-depth experience working with faculty, staff and assistants. Proven ability to prioritize and deliver quality results in a high-volume office. The candidate should have excellent computer skills, including knowledge of Microsoft Office Suite, as well as website management and graphics software experience. Ability to prioritize and accomplish tasks with minimal supervision, creatively solve problems. Excellent organizational skills and attention to detail.  Good judgment under pressure, while negotiating competing and often time-sensitive priorities from multiple constituents in a varied and sometimes demanding office environment. Meet deadlines and follow through on projects. Excellent written and verbal communication skills. Must have good sense of humor and be patient, flexible, enthusiastic, and energized by change. The ability to function with a can-do attitude and team spirit is essential. Finalists may be asked to submit a writing sample.

Working Conditions

Work is performed in an office setting.

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/ .

Additional Information

Please submit a cover letter when applying for this position. Knowledge of Physics is not necessary to be considered for this position.

We invite individuals with diverse backgrounds, experiences and abilities to be a part of our community.

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

Job Function

General Administration

Location

USA - MA - Cambridge

Job Code

403036 Secretary III, Technical

Union

55 - Hvd Union Cler & Tech Workers

Pre-Employment Screening

Credit, Criminal, Identity

Schedule

35 hours per week

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.