The Department of Social and Behavioral Sciences (SBS) is an active unit with a mission to improve health throughout the lifespan, including a special emphasis on children and adolescents. This mission is achieved through research to identify the social and behavioral determinants of health, development and evaluation of interventions and policies leading to the improvement of population health, and the preparation of professionals and researchers who will fill leadership positions in advocacy and public service. The department's educational mission is to train both scholars and practitioners: scholars whose research will illuminate basic social determinants of health and who will identify and test innovative social policy and service interventions; practitioners who are skilled in designing, implementing, and evaluating health enhancing interventions in action settings.
The Lee Kum Sheung Center for Health and Happiness at SBS works to build a rigorous, interdisciplinary science to understand the interplay between psychological well-being and physical health for the benefit of individuals and communities around the globe. The center aims to develop tools to more accurately measure well-being and to translate scientific findings to influence public health practice and policy.
Under the supervision of the Center Administrator and Center Directors, the Administrative Assistant will perform complex and diverse duties while providing comprehensive administrative support to the Lee Kum Kee Professor of Social and Behavioral Sciences/co-director of the Lee Kum Sheung Center for Health and Happiness. The Administrative Assistant will be expected to anticipate and initiate actions to ensure smooth operation of the Center's work. In addition, the Administrative Assistant will be responsible for supporting the operations of the Center for Health and Happiness, taking a lead role in communication and outreach for the Center. The Administrative Assistant will manage the Center's website and presence on various social media platforms and assist with other administrative tasks, including the promotion, planning, and staffing of upcoming events. The Administrative Assistant will function as a high-level contributor, coordinator, and team member at the Center for Health and Happiness and within the Department for Social and Behavioral Sciences.
Duties and Responsibilities include, but are not limited to, the following:
Telephone – Screens some calls for Director and responds to non-routine questions, demonstrating the ability to explain in detail effectively. Sets up conference calls using a variety of technologies (Skype, Zoom, BlueJeans, Conference America) and ensures the distribution of agendas ahead of time.
Scheduling – Schedules and maintains a single calendar for Director. Schedules appointments and group meetings in coordination with internal and external parties. Locates venues for meetings, provides directions, and meeting materials. May be asked to maintain additional calendars for group projects.
Travel Coordination – Makes complex domestic and international travel arrangements for members of the Center, and visitors including flight, hotel, rental car and mobile phone. Maintains files on preferences, past itineraries, and other travel related materials.
Duties and Responsibilities will be continued in the "Additional Information" section.
Duties and Responsibilities continued:
Meeting and Event Support – Plans meetings and assists with coordinating seminars, conferences, consortiums, and special events. Coordinates with external sources to accomplish activities of limited complexity, such as obtaining bids from vendors; selecting menus and arranging for room setup for on-site and offsite meetings; and arranging for hotel accommodations for group visitors.
Correspondence – Manages and files correspondence of both paper and electronic form. Per manager's request, reads standard or electronic mail, highlights actions or important items and attaches relevant files or information for review.
Social media – Grow the Center's social media presence. Post updates, news, and announcements with guidance from the Center Administrator. Perform research to find articles, stories, resources, or other relevant content to post to social media in a manner that invites conversation and interaction. Analyze trends and activities on Center website and social media pages. Review data on performance of social media platforms and adjust plans or strategies to optimize reach. Track and maintain Directors pages on Wikipedia, Google Scholar, and ResearchGate, among others.
Communication – Assist in the development and distribution of the Center's quarterly newsletter. Promote upcoming Center events to specific groups and audiences across the university. Develop materials, including presentations and event posters. Assist with website maintenance.
Document review – Composes basic/routine documents. Prepares and proofreads technical reports, grant related material, manuscripts and/or other special topics. Reviews documents, reports, etc, to assure compliance with University requirements and/or government regulations. Composes and edits letters. Uses multiple technical applications including word processing, database management, spreadsheets, graphics, and referencing software. May be responsible for obtaining permissions and copyright registration. Maintain biographical sketch/CV for Director and other staff as needed.
General Coordination – Coordinates with other administrative and clerical support staff to accomplish routine activities, such as ordering supplies, obtaining approvals, arranging for document duplication and equipment repair.
Financial and Operations – Understands administrative services, policies, and procedures. Familiar with travel guidelines and how to generate reimbursements for travel-related expenses. Understands catering guidelines, vendors, and budgets related to food expense.
Training – Increases knowledge throughout year by participating in offered training and tutorials.
Other Responsibilities – Performs other duties as assigned. Provides back-up support to other organizational assistants. Participates in onboard and training process for new team members as assigned.
3+ years of related experience required; a combination of education and experience may be considered
Bachelor's degree strongly preferred
Minimum of one to three years relevant work experience in professional administrative support positions, with experience in an academic or research environment preferred
Strong computer skills with knowledge of Microsoft Office (Word, Excel, PowerPoint) and comfortable learning new software and technology preferred
Familiarity and experience with mainstream social media platforms preferred
Experience using WordPress and EndNote preferred
Excellent written and verbal communication skills preferred
Experience being organized with strong attention to detail and accuracy preferred
Experience working independently and taking initiative preferred
Experience interacting effectively with all levels of staff preferred
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: 48175BR
About Harvard University T.H. Chan School of Public Health
Harvard University is devoted to excellence in teaching, learning, and research, and to developing leaders in many disciplines who make a difference globally. The University, which is based in Cambridge and Boston, Massachusetts, has an enrollment of over 20,000 degree candidates, including undergraduate, graduate, and professional students. Harvard has more than 360,000 alumni around the world. The University has twelve degree-granting Schools in addition to the Radcliffe Institute for Advanced Study, offering a truly global education. Established in 1636, Harvard is the oldest institution of higher education in the United States.