Administrative Assistant I

Administrative Assistant I Boston, MA 02115 3 Months Contract with possible ext. Note: 35 Hours/week (7 hours /day) Job Details: The Staff Assistant will be responsible for the daily administrative support of the Department and Advanced Graduate Education Programs within the Department of Oral Medicine, Infection, and Immunity. Due to their diverse roles, the level of support and time commitment to each faculty member varies considerably and may fluctuate to meet the needs of the Department. 1. Process payments and reimbursements using online financial systems (Concur, corporate & purchasing cards, Web voucher/HCOM, etc.). 2. Arrange travel, calendar management, and meeting scheduling (including reserving facility and equipment use as needed). 3. Administrative tasks such as managing incoming calls, receiving and distributing mail, preparing documents, managing departmental data (paper and electronic), and ordering/maintaining supplies. 4. Assist with the organization/implementation of department projects and events (including but not limited to commencement, continuing education, seasonal events/programs) and other administrative duties as necessary. 5. Course management/scheduling (including but not limited to preparing and/or uploading course materials to Canvas or MyCourses, communications to students, and schedule management), DMD clinical coverage, pre-doctoral curriculum courses, report preparation, correspondence, and group/individual communications. 6. Help coordinate didactic classes, syllabi for courses, continuing education courses, laboratory exercises, event planning, and clinical activities in the Harvard Dental Center. 7. Assist with administration of faculty appointments, promotions, and visas. 8. Communication with students, faculty members (FT and PT), colleagues within and outside HSDM, invited guests, and others as needed. 9. Keeping updated and complete electronic records for each program (faculty, student, alumni, courses, financial payments). 10. Provide administrative support to department labs. 11. Other projects assigned by the Department Administrator and/or Department Chair. 12. Performs other related duties as assigned or requested. Required Qualifications 1. Bachelor degree or 3 years of progressively responsible administrative experience 2. The candidate should demonstrate a strong knowledge of MS Office applications such as Outlook, SharePoint, Excel and Word. 3. Ability to manage complex and multiple projects simultaneously to meet the required deadlines. 4. Strong customer service and interpersonal skills. 5. Ability to perform the essential functions of the position with or without reasonable accommodation. 6. Ability to successfully pass a comprehensive background check at hire. Additional Preferred Qualifications 1. Familiarity with Harvard University financial and administrative systems strongly preferred. 2. Bachelor’s degree in business administration and management or another relevant field preferred. 3. Experience working in an academic setting preferred. 4. Experience in dental electronic health record management software a plus. 5. Individuals must be self-motivated. 6. Must have the ability to pay attention to detail, strong analytical and organizational skills, ability to multi-task, and excellent customer service skills. 7. Demonstrate oral and written communication skills. 8. Ability to work independently with minimal supervision .