Department Overview: Reporting to the Manager, Dean's Office and Special Projects, the Staff Assistant III will work independently and as part of a team to provide administrative support in the Office of the Dean at Harvard School of Dental Medicine, including directly supporting the Vice Dean. Administrative support is also provided to the Dean's direct reports when needed. The Office of the Dean includes the Dean, Vice Dean and Manager, Dean's Office and Special Projects.
Position Overview: Vice Dean assistant: serves as the principal administrative contact for the Vice Dean, providing a wide range of office administration and support. Composes and edits letters, memorandums, and reports. Reviews, assesses, answers and monitors correspondence. Calendar and travel support: manages complex calendars, arranges for meetings, appointments and travel arrangements for both the Vice Dean and Dean. Customer Service: fields and answers questions from the public, patients and the University community and/or directs them to the appropriate parties while handling confidential material with discretion. Internal communications: manages multiple HSDM email lists, distributes school-wide correspondence, updates Dean's Office content on the intranet, and public website as needed. Coordinates, creates and posts slides/content displayed on lobby monitors. Proofreads and evaluates the appropriateness of internal messages for school-wide distribution. Assists with drafting and proofing messages from the Dean and Vice Dean as needed. Financial: tracks expenditures, provides reports, processes invoices, corporate credit card statements and reimbursements for all members of the Office of the Dean and for his direct reports, when needed. Coordinates honorariums for visiting lecturers and award recipients. Event/Meeting support: coordinates events (conferences, forums, teas, celebrations) both with the Manager, Dean's Office and Special Projects, and independently at the School and off-site for larger-scale events, liaising with vendors, facilities, security, etc. Tracks budget, makes decisions regarding transportation, menus, set up, etc. General office support: Answers phones, receives and distributes mail, orders office supplies, drafts and sends correspondence, copying, scanning and filing. The Dean's Office frequently collaborates with Global and Community Health, Communications, Diversity Inclusion, and Administration and Finance, supplemental assignments from those areas may be assigned as needed.
Please submit your resume and cover letter when you apply to this position.
HSDM regrets that we do not offer visa sponsorship for this position.
All employees will undergo the federal e-verify process as a condition of employment at HSDM.
Located in the heart of Boston's Longwood Medical Area, the Harvard School of Dental Medicine ranks as one of the preeminent dental schools in the country. Established in 1867, HSDM was the first dental school in the United States to be connected with a university and coordinated with its medical school. HSDM is the only school within Harvard University that has its own clinical facility and provides direct patient care. HSDM's vision is to set the standard of excellence in and to define the future of interdisciplinary dental education, state-of-the-art clinical practice, and cutting-edge basic, clinical, and translational research. With this vision as our guide, the School is dedicated to developing and fostering a community of global leaders advancing oral and systemic health. For more information about the Harvard School of Dental Medicine, please visit: http://hsdm.harvard.edu/.
Salary Grade: 053
Union: 55 - Hvd Union Cler & Tech Workers
Three to four years related experience in office administration, ideally in an academic setting. Proficiency with Microsoft Office Suite. Demonstrated communications experience with customer service, written communications, and over the phone.
Bachelor's degree preferred. Event planning experience preferred. Ability to interact with a variety of individuals, both in person and on the telephone, in a professional manner. Ability to work independently and as part of a team. Strong time management and organization skills needed to excel in this position. Ability to handle complex and confidential information with discretion. Occasional night and weekend hours required.
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.
Internal Number: 49629BR
About Harvard University School of Dental Medicine
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.