Position Description

• Manages the daily calendar for the CCPFO. Responsibilities associated with calendar management include: scheduling meetings, preparing meeting materials and prep prior to meetings, maintaining a high level of confidentiality, planning departmental events, etc.
• Serves as the representative and principal administrative contact and liaison with departmental or program constituents, other universities, government agencies, and other Longwood Institutions and affiliates
• Purchases and maintains inventory of supplies for offices
• Creates and maintains effective and efficient filing system(s)
• Answers and routes phone calls, mail and e-mail messages and handles a wide-range information dissemination

• Provides project management support for various tasks and projects for the CCPFO in support of the management of the leadership team. Advises and makes recommendations to the CCPFO related to the administrative management of the CP&F Department
• Works with the Strategic Initiatives Project Manager to ensure that all tasks and projects for the CCPFO are in alignment with current strategic goals and priorities
• Responsible for drafting and collaborating on department wide communication and dissemination of information including newsletters, website updates, CP&F news and announcements, etc.
• Organizes and implements administrative systems and procedures and works closely with the Director of Systems and Services and HMS IT to identify and implement management efficiency measures
• Negotiates with caterers and vendors, makes recommendations for food and activities for participants, managing to a pre-assigned event/function budget
• Assigns and coordinates meetings, AV support and other facilities on behalf of CP&F
• Evaluates the administrative operational policies and procedures within the office to ensure greater efficiency and initiates and manages efficiency projects through completion

Prepares Briefing Materials and Reports

• Gathers and maintains data for assisting in running and preparing reports on a regular basis and / or as it relates to specific projects and assignments
• Research issues and best practices related to policy development and recommend possible new or revised policy statements

Monitors Budgetary and Financial Documentation

• Prepares, maintains and manages financial, personnel, and administrative records
• Makes decisions on expenditures and monitors towards a defined budget

Basic Qualifications

Four or more years of related experience. Education beyond high school may count toward experience.

Additional Information

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.

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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

https://hms.harvard.edu/about-hms/campus-culture/mission-community-values-diversity-statement

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.