Physics Faculty Assistant

5 days left

Cambridge, Massachusetts (US)
02 Sep 2020
End of advertisement period
02 Nov 2020
Academic Discipline
Physical Sciences, Physics & Astronomy
Contract Type
Fixed Term
Full Time

Job Summary 

Reporting to a number of faculty members and the Associate Director of Administration, this position performs a wide range of complex and confidential administrative duties in support of research and teaching activities for the High Energy Theoretical Group in the Department of Physics. 

Job-Specific Responsibilities

Drafts and edits correspondence, letters of recommendation, course materials, scientific articles, grant proposals and technical reports that involve scientific terminology and mathematical technical typing. Schedules meetings and seminars, maintains detailed calendars, and keeps faculty and group websites up to date, makes complex travel and housing arrangements for faculty and scholarly visitors and processes expense reports. This individual will be a key liaison for two robust speaker seminar series within the Department of Physics. Partners with a variety of administrative coordinators in the appointment of postdocs, graduates, and undergraduates. Helps assign desk space for visiting scholars and postdoctoral researchers. Coordinates and conducts purchasing for research groups; redirects and/or resolves invoicing problems internally and with outside vendors. Establishes and maintains databases for mailing lists and small research libraries. Maintains office equipment, coffee and office supplies, and paper and electronic files.  Oversees and facilitates all aspects of weekly visiting speaker series including coordinating travel and lodging arrangements, scheduling meetings with faculty, announcements, catering, securing space, and preparing and processing reimbursements. Seasoned liaison with a strong customer service orientation.  Ideal candidates will be able to orient a range of clients to Harvard University with warmth and positivity.

Basic Qualifications

Three or more years of experience in an academic, health care or other complex office environment.

Additional Qualifications

College degree strongly preferred or an equivalent of education plus relevant business experience with strong communication skills -- both verbal and written. Previous experience in academia, research lab setting or health care environment valuable, as is in-depth experience working with faculty, staff and assistants. Proven ability to prioritize and deliver quality results in a high-volume office. The candidate should have excellent computer skills, including knowledge of Microsoft Office Suite, as well as website management and graphics software experience.  Ability to prioritize and accomplish tasks with minimal supervision, creatively solve problems. Excellent organizational skills and attention to detail.  Good judgment under pressure, while negotiating competing and often time-sensitive priorities from multiple constituents in a varied and sometimes demanding office environment. Meet deadlines and follow through on projects. Excellent written and verbal communication skills. Must have good sense of humor and be patient, flexible, enthusiastic, and energized by change. The ability to function with a “can-do” attitude and team spirit is essential.  Finalists may be asked to submit a writing sample.

Additional Information 

Please reference your ability to meet these job requirements in your resume or cover letter. 

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