Administrative Coordinator for the Assistant Dean for Clinical Affairs/Medical Director

October 11, 2024

Harvard University

19-Oct-2022

Harvard School of Dental Medicine

60166BR

Job Summary

The Administrative Assistant supports the work of the Assistant Dean for Clinical Affairs/Medical Director by performing a wide range of high-level, complex, and confidential tasks, as well as carrying out executive administrative duties.

Position Description

Essential Responsibilities include but are not limited to:

  • Serves as the first-line contact for the office, responding to phone, email, and walk-in inquiries; develops and maintains general department knowledge; answers questions and direct inquiries accordingly; manages and prioritizes communications with internal and external constituents on behalf of the Assistant Dean; serves as the administrative contact for the Harvard Dental Center.
  • Provides general administrative support to the Assistant Dean including but not limited to calendar management, meeting scheduling, expense tracking, processing invoices and reimbursements, maintaining departmental records, mail processing, ordering supplies, and performing similar functions.
  • Supports the Assistant Dean by coordinating internal and external events, including but not limited to managing room scheduling, catering, creating and distributing materials, media services, participant correspondence, event budget oversight, hotel, transportation, meeting/session coordination, communication and coordination with other departments, and vendor management.
  • Manages the day-to-day activities for the Office of Clinical Affairs.
  • Edits, proofreads and composes correspondence and reports.
  • Maintains departmental contact lists and organizational documents.
  • Makes edits to the department website, assists with the management of the department SharePoint site, and updates other department web-based systems, as needed.
  • Works with faculty and staff to support organization-wide functions and activities. Provides cross-organizational support and backup as needed.
  • Participates in departmental staff meetings, documents decisions, and monitors follow-up.
  • Participates in or leads assigned projects for the Office of Clinical Affairs, Harvard Dental Center, and HSDM educational programs, as assigned.
  • Contributes to a culture of inclusivity and respect.
  • Performs other related duties as assigned.

    • Basic Qualifications

  • At least 5 years of related experience in a professional setting. 
  • Proficient with Microsoft Office applications.
  • Strong communication and interpersonal skills, both written and verbal.
  • Strong organizational skills, detail oriented.
  • Ability to work independently and effectively on multiple tasks, effectively dealing with rapidly changing priorities.
  • Ability to develop and maintain professional and collaborative working relationships with internal and external constituents including faculty, staff, students, and vendors.
  • Ability to handle confidential materials and information with the utmost discretion.
  • Ability to perform the essential functions of the position with or without reasonable accommodation.
  • Ability to successfully pass a comprehensive background check at hire.

    • Additional Qualifications and Skills

  • Bachelor’s degree.
  • Experience in an academic environment.

    • Physical Requirements

  • May be required to sit and/or stand for prolonged periods
  • May be required to work with in a clinical setting.

    • Working Conditions

    Work Is performed in and office/clinical setting.  The primary work location for this position is Boston, MA and in order to be on Harvard payroll, you must reside in one of the following states – MA, NH, RI, ME, CT, VT, NY, or MD. The Harvard School of Dental Medicine will support flexible work schedules subject to individual departments’ business needs.

    Harvard requires COVID vaccination for all Harvard community members. 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

    Diversity Statement: The Harvard School of Dental Medicine values diversity among its faculty, staff, and students, is strongly committed to building a culturally diverse intellectual community, and strongly encourages applications from women and underrepresented groups.

    • The Harvard School of Dental Medicine reserves the right to add or change duties as dictated by business needs.
    • For HDC positions:  This role will be based at either the HDC Longwood or Cambridge location but may require or be schedule at either location as business needs dictate.
    • Harvard School of Dental Medicine is not able to provide visa sponsorship or work authorization for this opportunity.
    • This Position is In-person

     

    Harvard University offers an outstanding benefits package including:

    • Time Off:  3 – 4 weeks paid vacation, paid holiday break, 12 paid sick days, 11.5 paid holidays, and 3 paid personal days per year.
    • Medical/Dental/Vision:  We offer a variety of excellent medical plans, dental & vision plans, all coverage begins as of your start date.
    • Retirement:  University-funded retirement plan with full vesting after 3 years of service.
    • Tuition Assistance Program:  Competitive tuition assistance program, $40 per class at the Harvard Extension School and discounted options through participating Harvard grad schools.
    • Transportation:  Harvard offers a 50% discounted MBTA pass as well as additional options to assist employees in their daily commute.
    • Wellness options : Harvard offers programs and classes at little or no cost, including stress management, massages, nutrition, meditation, and complementary health services.
    • Harvard access to athletic facilities, libraries, campus events, and many discounts throughout metro Boston.

    Job Function

    General Administration

    Location

    USA – MA – Boston

    Job Code

    403040 Coordinator II

    Department

    Harvard Dental Center

    Union

    55 – Hvd Union Cler & Tech Workers

    Pre-Employment Screening

    Education, Identity

    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.

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