Proj Coord & Faculty Assistant at Harvard University in Cambridge, Massachusetts

Job Description:

Harvard University


Position Title: Proj Coord & Faculty Assistant

Req ID: 65554BR

School or Unit: Harvard Kennedy School

Description: Job Summary

If the vibrant campus community of Harvard University calls to you, and you're passionate about contributing to academic excellence, the Harvard Kennedy School invites you to apply as a Project Coordinator and Faculty Assistant. In this role, your organizational expertise, versatility, and desire to effectively support people and projects will help achieve our collective academic mission.

The successful applicant will collaborate closely with Professor Jennifer Lerner to support teaching and research efforts that have far-reaching impact. You will also provide limited support to other esteemed faculty within the Shorenstein Center for Media, Politics, and Policy (SC) and interact daily with students and staff members, helping them meet desired goals. In sum, this role offers the chance to be an integral part of a dynamic academic setting, where your efforts will help improve the functioning and impact of teaching and research that aims to make the world a better place.

Who you are:

• You set a high bar for yourself with attention to detail.
• You take pride in providing strong customer service.
• You know how to be helpful and how to find the right people to ask questions even when you don't have the answer.
• You take the time to understand workflows and policies to accomplish your goals in the most effective way.
• Adaptability is second nature. with constant change, you are flexible and receptive to feedback.
• You know when to ask for help.
• You are rigorously honest.
• You are comfortable juggling competing priorities, reporting to multiple supervisors, and accommodating a broad range of workstyles.
• You work well independently and contribute as a valuable team member.
• People describe you as reliable and professional - you always follow through and strive to surpass expectations. and
• You've worked in an office environment before and are proficient with Microsoft Office

Why you'll love this job:

• Make an impact helping others achieve their goals by utilizing your administrative skills.
• Build relationships with a diverse group of faculty and colleagues in a collaborative culture.
• Practice on-the-job learning in a supportive environment with continuous professional training.
• Grow your career here - be exposed to the inner workings of a world-renowned public policy and leadership school.
• Maintain work-life balance.
• Access the numerous Harvard benefits including generous time off and retirement contribution, taking a course or achieving an advanced degree for as little as $40/class, and much more!

Sound like a great fit? Check out more about the work culture at Harvard Kennedy School and submit your resume via Harvard Careers.

Position Description

1. Administrative Support and Coordination:

- Serve as the primary assistant and project coordinator for Professor Jennifer Lerner.

- Provide light administrative support to other faculty members within the Shorenstein Center (SC).

- Manage complex calendars, schedule travel arrangements, and handle expense reimbursements.

- Assist with the preparation of daily briefings for Professor Lerner.

- Maintain office inventory and manage filing systems.

2. Communication:

- Communicate professionally with both internal and external stakeholders.

- Represent Professor Lerner as an ambassador to external parties and across Harvard University.

- Serve as the point of contact for inquiries and as a gatekeeper, balancing the need to protect Professor Lerner's time while also facilitating her ability to perform key educational and outreach roles.

- Interface continually and constructively with members of the Shorenstein Center including participating in bi-weekly staff meetings.

3. Research Support:

- Manage the day-to-day operations of Professor Lerner's research lab.

- Onboard new lab staff and research assistants.

- Proofread documents, retrieve research resources, and submit materials for publishing.

- Maintain a record of all IRB submissions and approvals within the lab. alert Professor Lerner when renewals are needed.

- Ensure that all members of the lab undergo the designated training in the protection of human subjects and maintain certificates of completion for all lab members

4. Course and Event Management:

- Handle course delivery logistics, including obtaining copyright clearances, coordinating guest liaisons, and organizing activities.

- Facilitate events and meetings, manage such logistics as room reservations and catering.

- Organize and staff a variety of events, including public seminars and private workshops.

5. Technology and Data Management:

- Create surveys using Qualtrics software based on faculty drafts (training provided, if needed).

- Export data from Qualtrics to Excel spreadsheets (training provided, if needed).

- Maintain the research group's website and keep content up to date (training provided, if needed).

6. Financial and Budget Responsibilities

Under Supervision from the SC Financial Team:

- Manage the research group's electronic records and finances.

- Maintain detailed records of all research expenses in Professor Lerner's lab.

- Prepare, submit, and reconcile requests for reimbursement from lab members.

- Assist the SC Finance Team in preparing grant proposal budgets and tracking expenditures on budgets

- Reconcile corporate cards and track expenses and budgets.

7. Human Resources and Training:

- Coordinate with the Center's core team for hiring paperwork and onboarding research affiliates/fellows.

- Provide administrative orientation for new fellows in collaboration with the Shorenstein Center Core Team.

- Attend monthly SC administrative meetings for check-ins and training.

8. Academic Responsibilities:

- Assist faculty members in tracking important deadlines for scientific reviews, letters of reference, and grant reports.

- Occasionally assist with copy-editing and formatting of academic publications.

9. Additional Responsibilities:

- Attend meetings with Professor Lerner and high-profile stakeholders, taking notes and ensuring follow-ups are executed.

- Represent the faculty member's research group at the Center's relevant public events.

Basic Qualifications

A minimum of 2 years of related experience including demonstrated office administration and/or customer service experience. Internships and part-time work will count toward experience.

Additional Qualifications and Skills

• Demonstrated experience prioritizing tasks to changing needs and seeing tasks to completion in a timely manner.
• Proficient written and spoken English. Excellent time management skills and ability to prioritize tasks with minimal supervision.
• Demonstrated interpersonal skills with experience providing complex administrative support.
• Proven organizational skills and attention to detail.
• Ability to track and follow through on action items.
• Ability to work across teams and with a variety of projects and constituencies.
• Ability to learn and use new technical and financial applications.
• Bachelor's degree or progress toward one preferred.
• Interest in the intersection of psychology and public policy a plus.
• Proficiency in Microsoft Office Suite and internet tools, with a willingness to learn new technologies.
• Proficiency in website management and QualtricsTM software.

Additional Information

This position is a fully benefits-eligible term appointment ending one year from date of hire, with possibility of renewal.

Learn more about our work culture and see yourself at Harvard Kennedy School.

We regret that the Harvard Kennedy School does not provide visa sponsorship.

Harvard University requires pre-employment reference and background checks.

Harvard University is committed to supporting a healthy, sustainable learning and working environment.

This is a hybrid position based on our campus in Cambridge, MA. As a campus-based institution, we place a high value on the in-person experience, cross-team collaboration, and strong community building in order to create a vibrant campus for our students, faculty, staff, and research fellows. The position is required to work in-person on campus a minimum of three days per week during the academic year. Specific days and schedule will be determined between you and your manager.

The health of our workforce is a priority for Harvard University. With that in mind, we strongly encourage all employees to be up-to-date on CDC-recommended vaccines.

Salary Range: $69,404 - $113,558

Note: Starting salaries typically fall in the lower half of the salary range; however, they are ultimately determined by the scope of the position, the candidate's relevant experience, and internal equity.

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.

LinkedIn Recruiter Tag (for internal use only)

#LI-NM1

Department Office Location: USA - MA - Cambridge

Job Code: 405012 Admin Professional (N)

Job Function: General Administration

Work Format: Hybrid (partially on-site, partially remote)

Sub Unit: ------------

Salary Grade: 056

Department: Joan Shorenstein Center on the Press, Politics and Public Policy


Union: 55 - Hvd Union Cler & Tech Workers

Time Status: Full-time

Pre-Employment Screening: Identity


Commitment to Equity Diversity Inclusion and Belonging: Harvard Kennedy School's Mission and Commitment to Diversity, Equity, and Anti-Racism

At Harvard Kennedy School, fostering a diverse and inclusive community where everyone feels they belong is a matter of basic fairness consistent with our core values as an institution. It is also essential to our mission of improving public policy and leadership-because recruiting the best people and creating an environment where they can thrive make us better at what we do, because we learn more from people with different perspectives, and because we work in diverse groups and serve diverse societies.

Learn more about Harvard Kennedy School's commitment to Diversity Equity, and Anti-Racism.

EOE 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.

PI239911544

Apply Now