Unclassified - Boston, MA

posted 5 months ago

Full-time - Entry Level
Hybrid - Boston, MA

About the position

The Program Assistant will support the CAUSALab at the Harvard T.H. Chan School of Public Health by conducting complex administrative, programmatic, and research support duties. This role is crucial for ensuring the smooth daily operations and effective administration of the Center, which focuses on using data to investigate what works in medicine, public health, and policy. The Program Assistant will report to Joanna Michalski, the Assistant Director of Projects & Operations, and will work closely with Dr. Miguel Hernan, the Director of CAUSALab. The position requires multi-tasking and the ability to provide accurate and timely results with attention to detail. The Program Assistant will be responsible for a wide range of duties, including scheduling and facilitating meetings, coordinating travel arrangements, processing expense reports, and maintaining faculty websites. Additionally, the role involves providing publication support, assisting with academic and social events, and coordinating regulatory compliance tasks for faculty and researchers. This position has a term appointment of 2 years from the date of hire, with the possibility of extension based on continued funding availability. Occasional evening work may be required to support program events.

Responsibilities

  • Schedule and facilitate meetings and conference calls
  • Coordinate travel arrangements for faculty, lab members, and visitors
  • Prepare and process corporate card expense reports, reimbursements, invoices, and other payment requests
  • Coordinate purchasing, ordering, and maintaining supplies and equipment
  • Draft and edit correspondences and documents
  • Maintain faculty websites up to date
  • Provide publication support, including proofreading manuscripts, entering references, submitting papers to academic journals, and managing PMCID numbers in the NIHMS system
  • Assist with CV/biosketch management
  • Assist with academic and social events for the CAUSALab, including scheduling programs, reserving space, placing catering orders, requesting AV/IT support, and onsite support
  • Manage CAUSALab email account
  • Assist with CAUSALab summer short courses and CAUSALab events
  • Assist with on/off-boarding of lab members
  • Coordinate regulatory compliance tasks for CAUSALab faculty, researchers, and students, including IRBs and DUA submissions, renewals, and amendments
  • Regularly maintain agreements and research compliance, keeping track of submission deadlines and requirements
  • Provide training for CAUSALab researchers and trainees on regulatory compliance policies and processes
  • Perform other related duties as assigned

Requirements

  • 3+ years of related work experience required; a combination of education and work experience may be considered
  • Bachelor's Degree preferred
  • Experience organizing events, conferences, and meetings
  • Experience and comfortability working with Microsoft Office products (Outlook, Word, Excel, and PowerPoint)
  • Highly organized with strong attention to detail and accuracy
  • Works well independently and takes initiatives
  • Excellent written, verbal, and interpersonal communication skills

Nice-to-haves

  • 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

Benefits

  • Paid Time Off: 3-4 weeks of accrued vacation time per year, 12 accrued sick days per year, 12.5 holidays plus a Winter Recess in December/January, 3 personal days per year, and up to 12 weeks of paid leave for new parents who are primary caregivers.
  • Comprehensive medical, dental, and vision benefits, disability and life insurance programs, along with voluntary benefits.
  • 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.
  • 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 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.
  • Programs and classes for professional development at little or no cost, including through the Harvard Center for Workplace Development and LinkedIn Learning.
  • 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.
  • Access to Harvard athletic and fitness facilities, libraries, campus events, credit union, and more, as well as discounts to various types of services and cultural and leisure activities throughout metro-Boston.
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