The Staff Assistant III provide operations, communications, and administrative support to all members of the laboratory safety team and the greater Environmental, Health, and Safety office which includes programs, systems and services. This role is eligible for flex-work arrangements in accordance with departmental policies and manager approval.
Provides administrative support for several lab-focused, information-based systems including the inspection management system, personal protective equipment database, chemical inventory and door placarding systems. Maintains user accounts, simple troubleshooting; and provides technical assistance to users including data entry, report creation and general administration. Meets with customers to provide in person training and assistance when requested. Meets with outside vendors to help prioritize departmental needs and facilitate enhancements. Proactively communicates system updates and usage information to EHS staff.
Monitors shared inbox and responds or triages service requests in a timely manner. Coordinates inbox coverage with peer administrators.
Provides administrative support for department-wide communications and annual reports. Manages contact lists and distributes various types of content as needed. Edits, reviews, and formats content from various subject matter experts into cohesive reports.
Provides office support, such as: answering phones, editing documents, arranging appointments, scheduling meetings, providing support for EH&S data-management systems and coordinating training sessions, materials and schedules. Provides for media, space, and catering needs; assists with coordination of department events; prioritizes mail; maintains active and archive files; manages office space needs, equipment, supplies; prepares meeting materials, announcements, and agendas for staff needing support.
Maintains records for the lab safety group and other EHS functional areas – biosafety, radiation, etc. Harmonizes these records with EHS Department record retention systems.
Provides editorial and version support for a wide range of materials, including policies, correspondence, informational materials, reports, support documentation, web site, intranet, etc.
Provides administrative support for the Laboratory Safety Committee, Radiation Safety Committee and other committee and project teams. Maintains rosters and meeting minutes and schedules meetings as required.
Enters data for customer activity reports and produces summary reports.
Prepares and processes staff purchase requisitions, expense/travel reports, inter-departmental invoices and similar transactions on behalf of the office.
Works in close association with EHS office staff to ensure timeliness and responsiveness of all office services. Assists with special projects as assigned.
Assists in evaluating and improving office systems and procedures, as needed. Provides support for the development of administrative systems.
Other duties as assigned.
Salary Grade: 053
Union: 55 - Hvd Union Cler & Tech Workers
Business Training beyond high school or college background preferred.
Three or more years of related experience. Education beyond high school may count toward experience.
Must demonstrate strong communication (phone, written, in-person) and interpersonal skills, and the ability to work effectively in a fast-paced, customer-focused operations environment with multiple projects and priorities.
Must be able to multi-task and perform duties with a high degree of speed, accuracy and attention to detail.
Must have strong organizational skills with a proven ability to assume accountability for projects and work independently to see tasks from start to finish.
Must be proficient in writing business correspondence and have strong computer skills.
Must have a demonstrated ability to work collaboratively in a team environment with multiple staff members.
Must be able to handle complex and confidential materials and information.
Customer service orientation, a bias for action, a high level of integrity, sensitivity to various interests, diplomacy, advocacy, self-confidence, and resourcefulness are all desired competencies.
Thorough knowledge of desktop computing systems with proficiency in Microsoft Office Suite, Qualtrics and Adobe Acrobat Pro preferred. Expertise specifically in Outlook, Word, Excel and PowerPoint required. Must have the ability to efficiently learn proprietary systems and new applications as needed.
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.
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.