The Faculty Support Specialist in the department of Human Evolutionary Biology (HEB) performs a wide range of highly skilled administrative support for faculty with active laboratory and field research portfolios. Serves as key contact for and coordinates faculty member's lab and research group. Pays invoices for services rendered with partner organizations. Executes, with proficiency, a broad range of advanced technical systems in supporting research. Prepares elaborate materials for publication. The position may require some international travel to remote field study sites, potentially in Africa, Oceania and Asia. Tasks will be diverse, and may include everything from organizing sample shipments and receipt processing to paying invoices for services rendered in the field. This position will report to the Director of Administration in HEB, and will keep the Director apprised of complex issues related to fieldwork and compliance.
Job-Specific Responsibilities :
- Create contracts, track documents, and maintain emergency contact information for all HEB affiliates going into fieldwork sites
- Book travel, assist with visas, book lodging, and organize ground transportation for all HEB researchers going to the field (guests, postdocs, students)
- Place orders for supplies needed at field sites
- Liaise with colleagues at various institutions, as well as Associate Director for Fieldwork Services within the Science Division to arrange for shipment of samples to/from field sites
- Serve as primary liaison with Global Support Services for international fieldwork
- As needed, performs research work on travel requirements for fieldwork destinations and reports on findings.
- Help researchers obtain local authorizations/ permits to conduct fieldwork
- As necessary, set up international field work staff on Harvard’s third-party international payroll provider
- Use Buy2Pay to process monthly invoices supporting fieldwork
- Liaise with colleagues at field sites for all logistics around procurement, reimbursement, and other financial transactions
- Track receipts for all spending on faculty members’ corporate card, personal reimbursement, and other finances
- Requesting, tracking, and reconciling short-term operating advance (STOA) accounts for faculty research as needed
- Track spending on faculty start-up accounts
- Uses multiple technical applications including word processing, database management, spreadsheets, graphics and presentation software, electronic calendar, email, and other technical/scientific applications. Uses Internet, may include web maintenance and design.
- Manages complex calendars, schedules and creates meeting requests
Basic Qualifications :
Five plus years related experience with proven office administration.
Additional Qualifications and Skills :
- Prior experience overseeing a research or related group and/or working closely with faculty, researchers, and prior experience working or living in a developing country.
- Solid working knowledge of office processes and of related computer software and electronic communications tools.
- Proven interpersonal skills with experience providing complex administrative support in a high-profile environment with tact and diplomacy.
- Ability to work across teams and with a variety of projects and constituencies is important as are some knowledge of field protocols.
- Appropriate communications skills required and capacity for teamwork essential.
- Love of learning, commitment to science and a sense of adventure required.
- Experience with international travel to remote areas and ability to adapt to varying cultural backgrounds.
- Ability to read/write French, in order to communicate easily with colleagues in the DRC & read receipts/invoices from activities there, is preferred.
- Flexible and creative problem-solving is a must. Organized and detail-oriented with a proactive attitude.
- May be required to work with and handle animals
Physical Requirements :
May be required to lift, move and transport related research equipment.
Ability to lift and move incoming mail and boxes of supplies (approximately 20 lbs)
Working Conditions :
May be exposed to a variety of hazardous materials.
COVID Vaccine Policy
Harvard will require COVID vaccination for all Harvard community members who will have any on-campus presence. Individuals may claim exemption from the vaccine requirement for medical or religious reasons. More information regarding the University’s COVID vaccination requirement and exceptions may be found at the University’s “COVID-19 Vaccine Information” webpage: http://www.harvard.edu/coronavirus/covid-19-vaccine-information/.
Additional Information :
Potential for occasional international travel (1% of time).
Position is required to be on campus, in Cambridge MA at least three days per week.