Program Assistant

  • Harvard University
  • Boston, MA, USA
  • Nov 09, 2017
Business Development

Job Description

Harvard University

Program Assistant
Harvard Medical School

Duties & Responsibilities
The Program Assistant will be responsible for high-level administrative support and student-oriented services in the Scholars in Medicine Office at HMS. The Scholars in Medicine Office provides a wide range of advising and financial services to students and oversees the scholarly project graduation requirement for incoming students.

General Administration: The Program Assistant is responsible for creating a welcoming environment and for the smooth coordination of the Scholars in Medicine Office. Often serves as the initial source of information to students. Provides quality customer service over email, phone, and in person to faculty, students, staff, and foreign visitors. Provides administrative, logistical, financial, and programmatic support to three staff members and a faculty director. The Program Assistant will:
answer student and faculty questions;

  • schedule, advertise, and participate in faculty, student, and staff meetings, record minutes from these meeting, and track and implement action items;
  • manage catering and office supply orders;
  • track visiting foreign student exchange clerkship applications;
  • support medical language elective courses;
  • update the office website and help develop new segments of the website;
  • regularly update a database of faculty opportunities for students and past student project reports;
  • create invoices, process financial transactions, and maintain and update financial records;
  • archive office files; and
  • perform clerical duties such photocopying, scanning, and filing.

In addition, the Program Assistant will collect, compile, and post online dozens of abstracts for our annual research poster day and assist with logistics for that day. The Program Assistant will compile and disseminate a weekly e-newsletter to students advertising funding and educational opportunities. The Program Assistant will organize and staff various fairs advertising scholarly project opportunities for students. S/he will provide seasonal support to the Honors in a Special Field Program by scheduling Honors exams. The Program Assistant is the liaison for room scheduling, media services, finance, parking, the Registrar's Office and other HMS administrative and programmatic offices.

Basic Qualifications
Three or more years of related experience required. Education beyond high school may count toward experience.

Job Function
General Administration

Sub Unit

USA - MA - Boston

PME – Scholars in Medicine

Time Status

55 - Hvd Union Cler & Tech Workers

Salary Grade

Pre-Employment Screening
Criminal, Identity

35 hrs/wk. Monday-Friday, 9:00 am -5:00 pm

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 or any other characteristic protected by law.