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Administrative Assistant

Boston, MA 02115

Posted: 11/12/2024 Employment Type: Contract To Hire Job Category: Administrative Job Number: 625268 Is job remote?: Yes Country: United States

Job Description

30/hr 

Administrative Assistant 
3-Month Contract; intended to extend/convert 
Boston MA - Hybrid


Must Haves:
  • Bachelor's Degree and at least three years of office administrative experience.
  • Strong communication, organizational, and attention to detail skills.
  • Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
  • Strong administrative and organizational skills – Managing calendars, travel, meetings, and lab functions.
  • Project management – Handling grant submissions, protocol renewals, and event coordination.
  • Excellent communication skills – Drafting/editing documents and liaising with other departments.
  • Technical proficiency – Using systems like Concur, B2P, PPMS, and maintaining websites/CVs.
  • Financial management – Handling budgets, accounts payable/receivable, and expense reports.
  • Compliance and attention to detail – Ensuring documentation meets university/government regulations.
  • Ability to work independently – Managing tasks with minimal supervision and updating supervisors regularly.
Preferred:
  • Higher Education experience 
  • Preferred experience with Harvard financial systems (B2P, CONCUR) and CRM database (Salesforce).
  • Familiarity with OpenScholar or similar website-creation systems is a plus.
Job Description: 
Will perform a variety of complex administrative/support duties to coordinate the activities and procedures of the Immunology Business Office and faculty lab support. Will assist the Principal Investigator (PI) in administrative tasks to support the daily running of a laboratory for 25+ researchers. The responsibilities of this position are highly variable depending on the needs of the PI and the Business Office, it will include; assisting in the submission of grants proposals and progress reports; the timely submission of manuscripts to scientific journals; coordination of travel/ meeting commitments; assistance in the drafting of out-going correspondence; serving as administrative liaison with other Harvard departments; maintenance of the PI’s lab website and curriculum vitae (CV); assist with the onboarding of newly arrived lab members. Prepare purchase orders and payment requests and reimbursements for the department and the lab. Works independently with minimal supervision. Updates supervisors on status of projects.
  •  Organizes and implements administrative systems and procedures performing necessary support duties.
  • Serves as principal source of information on established School and Department policies and advises the faculty, students or staff on existing options or alternatives.
  • Gathers and maintains data for and assists in preparing reports, often using a variety of computer software.
  • Prepares and maintains the PI’s lab and department’s records, reviews complex documents, reports, etc., to assure compliance with university requirements and/or government regulations and notifies supervisors of unusual situations.
  • Acts as liaison with related programs or projects at other universities or with government agencies, keeping the supervisor informed of relevant information.
  • Provides for smooth day-to-day flow of communications within the PI’s lab and the Immunology Department.
  • May compose, proofread, edit and prepare correspondence, reports and other materials using word processing, spreadsheets and/or databases.
  • May arrange for use of facilities and advise availability of services within and outside the University for gatherings such as conferences and seminars.
  • May assist in training, scheduling and distributing work of other staff members, students, and temporary workers.
  • Contributes to PI lab and Department goals by accomplishing related duties as required.
Specific tasks:
  • Coordination of the PI's extensive travel and meeting commitments and coordinating lab meetings lab functions; attend weekly lab meetings, onboarding newly arrived lab members, assistance in the drafting of out-going correspondence for the PI.
  • Assist with lab protocol renewals and amendments (IACUC and COMS), serve as principal administrative liaison with other Harvard departments, maintenance of the PI's website and curriculum vitae.
  • Assist in grant proposals and fellowships for PI and lab personnel, prepare bio sketch, facilities and admin related grant requirement. Keeping track of Other Support and assist in budget preparation.
  • Assist with account reconciliations, assist in supporting the accounts payable and Accounts receivables functions, posting expenses and animal allocations, processing journals, processing AR invoices for the departments 4 service centers using PPMS to bill both internal and external users.
  • Process business expense reimbursements, Corporate Card, P-Card payments and expense reports for faculty, and their lab personnel in the department using Concur. Assist in processing Purchasing Requisitions using B2P purchasing system for all labs in the department.
  • May assist with organization of annual departmental retreat and other departmental social events.
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