What are the responsibilities and job description for the Program Assistant position at Harvard University?
Position Description
The Family Van Program of Harvard Medical School is seeking a Program Assistant, to join our team to ensure that our program runs smoothly and efficiently and provide a variety of administrative duties for program success. The Family Van is a mobile clinic founded in 1992 that works with low-income Boston communities to improve the health and well-being of residents and their families. By taking preventive health care directly to medically underserved neighborhoods, The Family Van improves health outcomes among people whose needs are not fully met by the traditional healthcare system. This innovative model of health care delivery is grounded in clinical evidence and has demonstrated improvements in important health outcomes.
This individual works under the supervision of the Assistant Director of Mental Health Equity Programs, while supporting the entire team in a fast-paced work environment with multiple conflicting priorities and is expected to be able to work individually and collaboratively. The candidate for this role is a process-oriented, strategic thinker who anticipates and proactively resolves problems, excels at multi-tasking, is a team player, is flexible and adaptable, and has strong project management and data management skills.
Job Specific Responsibilities:
Support the direct service program:
Support the volunteer/intern/clerkship program:
This individual works under the supervision of the Assistant Director of Mental Health Equity Programs, while supporting the entire team in a fast-paced work environment with multiple conflicting priorities and is expected to be able to work individually and collaboratively. The candidate for this role is a process-oriented, strategic thinker who anticipates and proactively resolves problems, excels at multi-tasking, is a team player, is flexible and adaptable, and has strong project management and data management skills.
Job Specific Responsibilities:
Support the direct service program:
- Monitor program inventory and ensure adequate supplies for the Van and special events.
- With input from the Direct Service team, coordinate van repairs and maintenance scheduling and upkeep.
- Ensure that the direct service team’s technology needs are addressed in a timely manner.
- Research available health education materials and evaluate their usefulness for direct service activities.
Support the volunteer/intern/clerkship program:
- Assist with the application, selection, and onboarding process of new volunteers/interns.
- Onboard clerkship students, including orientation to the program, schedule, events, etc.
- Schedule and coordinate volunteer and intern training.
- Maintain regular communication with current volunteers and interns – daily schedule, and schedule changes.
- Support the Volunteer Manager in arranging the modules content and access and speaker scheduling.
- Support grant deliverables as needed (client surveys, team training, client engagement opportunities).
Basic Qualifications
- 2 years of experience in administrative support role(s) and/or related experience is required. Education beyond high school may count toward experience.
Additional Qualifications and Skills
- Bachelor's Degree preferred.
- Bi-lingual candidates are strongly considered, mission-driven, REDcap experience a plus, and eagerness to improve processes and foster teamwork is strongly preferred.
- Very comfortable using Microsoft Outlook, Word, Excel, and PowerPoint.
- Must be highly organized, and detail-oriented with excellent planning abilities.
- Strong written (especially email) communication skills (word processing skills, strong grammar and spelling, attention to detail).
- Ability to manage multiple, competing priorities in a dynamic environment.
- Superb interpersonal and relationship-building skills; ability to work collaboratively with a diverse group of individuals in the program and externally.
- High level of integrity, respect for the confidential nature of the work, and extraordinary work ethic.
- Must be able to take initiative and work independently to make decisions, meet deadlines, and also be a strong team player.
Additional Information
This is a term position with an end date of 12/31/2024, with the possibility of extension, contingent upon work performance and continued funding to support the position.
This position is based in Boston and some in-person on-campus work will be required, and flexible/remote work is an option. Any remote work must be performed in a state in which Harvard is registered to do business (CA*, CT, GA, IL, MA, MD, ME, NH, NJ, NY, RI, VA, VT, and WA). Individual flexible and remote work options for this role will be discussed during the interview process. *Note: Harvard employees working in California must be exempt.
The health of our workforce is a priority for Harvard University. With that in mind, we strongly encourage all employees to be up-to-date on CDC-recommended vaccines.
Please note that we are currently conducting a majority of interviews and onboarding remotely and virtually. We appreciate your understanding.
The Harvard Medical School is not able to provide visa sponsorship for this position.
Not ready to apply? Join our talent community to keep in touch and learn about future opportunities!
This position is based in Boston and some in-person on-campus work will be required, and flexible/remote work is an option. Any remote work must be performed in a state in which Harvard is registered to do business (CA*, CT, GA, IL, MA, MD, ME, NH, NJ, NY, RI, VA, VT, and WA). Individual flexible and remote work options for this role will be discussed during the interview process. *Note: Harvard employees working in California must be exempt.
The health of our workforce is a priority for Harvard University. With that in mind, we strongly encourage all employees to be up-to-date on CDC-recommended vaccines.
Please note that we are currently conducting a majority of interviews and onboarding remotely and virtually. We appreciate your understanding.
The Harvard Medical School is not able to provide visa sponsorship for this position.
Not ready to apply? Join our talent community to keep in touch and learn about future opportunities!
Benefits
We invite you to visit Harvard’s Total Rewards website to learn more about our outstanding benefits package, which may include:
- Paid Time Off: 3-4 weeks of accrued vacation time per year (3 weeks for support staff and 4 weeks for administrative/professional staff), 12 accrued sick days per year, 12.5 holidays plus a Winter Recess in December/January, 3 personal days per year (prorated based on date of hire), and up to 12 weeks of paid leave for new parents who are primary care givers.
- Health and Welfare: Comprehensive medical, dental, and vision benefits, disability and life insurance programs, along with voluntary benefits. Most coverage begins as of your start date.
- Work/Life and Wellness: Child and elder/adult care resources including on campus childcare centers, Employee Assistance Program, and wellness programs related to stress management, nutrition, meditation, and more.
- Retirement: University-funded retirement plan with contributions from 5% to 15% of eligible compensation, based on age and earnings with full vesting after 3 years of service.
- Tuition Assistance Program: Competitive program including $40 per class at the Harvard Extension School and reduced tuition through other participating Harvard graduate schools.
- Tuition Reimbursement: Program that provides 75% to 90% reimbursement up to $5,250 per calendar year for eligible courses taken at other accredited institutions.
- Professional Development: Programs and classes at little or no cost, including through the Harvard Center for Workplace Development and LinkedIn Learning.
- Commuting and Transportation: Various commuter options handled through the Parking Office, including discounted parking, half-priced public transportation passes and pre-tax transit passes, biking benefits, and more.
- Harvard Facilities Access, Discounts and Perks: Access to Harvard athletic and fitness facilities, libraries, campus events, credit union, and more, as well as discounts to various types of services (legal, financial, etc.) and cultural and leisure activities throughout metro-Boston.
Job Function
General Administration
Department Office Location
USA - MA - Boston
Job Code
403033 Staff Assistant III
Work Format
Hybrid (partially on-site, partially remote)
Department
Family Van
Sub-Unit
-
Time Status
Full-time
Salary Grade
053
Union
55 - Hvd Union Cler & Tech Workers
Pre-Employment Screening
Identity
Schedule
35 hrs. per week | Monday - Friday | 9:00 am - 5:00 pm
Some evening and weekend work is required.
Some evening and weekend work is required.
Commitment to Equity, Diversity, Inclusion, and Belonging
We are committed to cultivating an inclusive workplace culture of faculty, staff, and students with diverse backgrounds, styles, abilities, and motivations. We appreciate and leverage the capabilities, insights, and ideas of all individuals. Harvard Medical School Mission and Community 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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