Harvard Medical School

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Staff Assistant III (Admissions Assistant)

at Harvard Medical School

Posted: 4/23/2019
Job Status: Full Time
Job Reference #: 1452674

Job Description

Auto req ID

Job Code
403033 Staff Assistant III

USA - MA - Boston

Business Title
Staff Assistant III (Admissions Assistant)


Salary Grade

Time Status

55 - Hvd Union Cler & Tech Workers

Basic Qualifications
  • 3+ years of related experience; a combination of education and experience may be considered.

PLEASE NOTE: To be considered a formal applicant, please submit both a cover letter and resume.

Additional Qualifications
  • Bachelor's degree strongly preferred
  • Experience in an academic environment or equivalent preferred
  • Strong student services background preferred
  • Experience working with the public and answering high-volume phone calls preferred
  • Experience with Microsoft Office preferred
  • Experience with PeopleSoft Campus Solutions preferred
  • Experience with a Customer Relationship Management software is preferred
  • Strong customer service and communication skills preferred
  • Strong organizational skills and a keen attention to detail preferred
  • Handles complex and confidential work with discretion in a fast-paced environment with frequent interruptions preferred
  • Works well independently and as a member of a team preferred


Additional Information
The Harvard T.H. Chan of Public Health is dedicated to building a diverse community of individuals who are committed to contributing to an inclusive environment – including fostering respect for all, serving the greater good, and welcoming individuals from diverse backgrounds, experiences, and perspectives. To learn more about the Chan School’s mission, objectives, and core values, please visit our website here.
Harvard offers an outstanding benefits package including:

Time Off: 3- 4 weeks paid vacation, paid holiday break, 12 paid sick days, 11.5 paid holidays, and 3 paid personal days per year.
Medical/Dental/Vision: We offer a variety of excellent medical plans, dental & vision plans, all coverage begins as of your start date.
Retirement: University-funded retirement plan with full vesting after 3 years of service.
Tuition Assistance Program: Competitive tuition assistance program, $40 per class at the Harvard Extension School and discounted options through participating Harvard grad schools. 
Transportation: Harvard offers a 50% discounted MBTA pass as well as additional options to assist employees in their daily commute.
Wellness Options: Harvard offers programs and classes at little or no cost, including stress management, massages, nutrition, meditation and complimentary health services.
Harvard access to athletic facilities, libraries, campus events and many discounts throughout metro Boston.

Join the Harvard T.H. Chan School of Public Health to support our mission of health research and education, and to be a part of the oldest institution of higher learning in the country!


Pre-Employment Screening
Criminal, Identity

Job Function
Faculty & Student Services, General Administration

Duties & Responsibilities
The Admissions Office is part of the Office for Student Services at the Harvard T.H. Chan School of Public Health. The office invites applications from candidates around the world with strong academic background, demonstrated leadership ability, and a commitment to advancing the field of public health and improving the health of the world.

The Admissions Assistant serves as the initial contact and information resource for prospective students, applicants, and admitted students. Duties and responsibilities include, but are not limited to, the following: 
  • Maintains inquiry database and executes communications from the database
  • Ensures continuous coverage of front desk
  • Answers phone and email inquiries
  • Coordinates all graduate school fairs, including packing, carrying, and shipping materials weighing 30 to 50 pounds
  • Reserves space and assists with logistics for on-campus recruiting events
  • Tracks attendance at recruiting events
  • Coordinates marketing and recruiting mailings
  • Manages document imaging system and related processes
  • Performs application and visa processing duties
  • Assists in training temporary staff and work study students
  • Enters applicant data in database
  • Manages inventory of office supplies and makes purchases as necessary
  • Assists professional staff with marketing and recruiting initiatives
  • Provides administrative support and oversight of summer programs
  • Prepares and maintains office records to comply with University requirements and/or government regulations
  • Provides for smooth day-to-day flow of communications within the office
  • Composes, proofreads, edits, and prepares correspondence, reports, and other materials, when necessary
  • Performs other duties as required
PLEASE NOTE: To be considered a formal applicant, please submit both a cover letter and resume.


Harvard T.H. Chan School of Public Health

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.