The Harvard Quantum Initiative in Science and Engineering (HQI) is a community of researchers with an intense interest in advancing the science and engineering of quantum systems and their applications. Our mission is to help scientists and engineers explore new ways to transform quantum theory into useful systems and devices.

Reporting to the HQI Director of Programs, the role of the HQI Staff Assistant is to provide routine general administrative duties in support of HQI academic programs, events, and strategic priorities.

Responsibilities include, but are not limited to, the following:

• Processes, often utilizing computer technology, the day-to-day clerical and financial duties of the initiative, including processing and tracking invoices for payment/reimbursement.
• Serves as the front line for basic inquiries about HQI from internal and external constituents.
• Makes appointments and maintains calendar(s) based on specific instructions, arranges meetings, schedules rooms, and equipment.
• Makes copies, collates, assembles, and distributes material; prepares routine correspondence.
• Arranges logistics for HQI seminar series and Visitors Program, including scheduling speakers, assisting visitors with travel arrangements in accordance with Harvard policy, making room reservations, arranging catering and restaurant reservations, publicizing seminars, maintaining speaker’s schedule throughout the visit.
• Provides administrative support for HQI Postdoctoral Fellowship Program, including preparing and distributing files to the selection committee, tracking applications, organizing candidate visits, scheduling rooms and media equipment, making local travel arrangements for candidates, coordinating the schedule for recruitment event, processing reimbursements, and coordinating appointments for HQI Postdoctoral candidates and Fellows.
• Provides basic administrative support for the Quantum Science and Engineering PhD program, including inputting course information into my.harvard system; coordinating summer and term-time RA appointments; arranging catering and space for student events, PhD Open House, and G1 Orientation; maintaining G1 student space, and monitoring student computer and conference fund.
• In coordination with the Director of Programs, maintains HQI and any affiliated websites with event announcements, relevant content, and up-to-date information about HQI research and educational programs.
• Provides basic administrative assistance, such as data entry, to support the preparation of presentations and proposals for corporate partners and sponsored research funding.
• Assists with the execution of high-profile public events and academic workshops, including arranging room reservations and catering, assisting with local travel arrangements, proofreading and printing programs, reimbursing attendees, and executing day-of logistics.
• Provides administrative support for special projects at the direction of the Director of Programs.

A minimum of three years' administrative, support or office experience required. Education beyond high school will count toward experience.

• Bachelor's degree preferred
• Strong customer service skills
• Strong computer skills and comfort with Mac OS, MS Office, and Google Suite

• Work is performed in an office setting.
• May be required to work occasional nights and weekends to support HQI events.
• This is a full-time position with flexible hours and remote work options to be agreed upon at hire.
• This position will be based on our campus in Cambridge, MA, with the possibility of having a hybrid in-person/remote schedule. The selected candidate will need to be on campus as business needs require. All remote work must be performed in a state in which Harvard is registered to do business (CA, CT, GA, IL, MA, MD, ME, NH, NY, RI, VT, VA, and WA).
• Occasionally required to work outside of normal business hours, and may be contacted during off hours.
• Harvard University continues to place the highest priority on the health, safety and wellbeing of its faculty, staff, and students, as well as the wider community. Please note that all new employees will be required to provide confirmation of primary series COVID-19 vaccination upon hire, as detailed on our COVID-19 Vaccine Requirement Webpage. Harvard University Health Services employees and other health care individuals are also required to be up to date on vaccination as described by the CDC. Individuals may claim exemption from the vaccine requirement for medical or religious reasons. Additional information regarding this requirement, exemptions, verification of vaccination status, and other related policies and resources may be found on the University’s COVID-19 Information Website.

Additional Information

• We regret that Harvard does not provide work authorization and/or visa sponsorship for this position.
• We invite individuals with diverse backgrounds, experiences and abilities to be a part of our community.
• We are committed to cultivating not only the diversity of our faculty, staff, and students but also in developing an inclusive culture that is vibrant, engaging and encouraging of innovation as well as intellectual debate. We believe creating and maintaining an inclusive workplace allows employees from all backgrounds and walks of life to achieve their fullest potential. We also believe an inclusive culture is one that accepts, values and views as strength the difference we all bring to the workplace.
• All formal written offers will be made by FAS Human Resources.

Harvard offers an outstanding benefits package including:

• Time Off: 3- 4 weeks paid vacation, paid holiday break, 12 paid sick days, 12.5 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.

We invite you to visit Harvard’s Total Rewards website to learn more about our outstanding benefits package, which may include:

• Paid Time Off: 3-4 weeks of accrued vacation time per year (3 weeks for support staff and 4 weeks for administrative/professional staff), 12 accrued sick days per year, 12.5 holidays plus a Winter Recess in December/January, 3 personal days per year (prorated based on date of hire), and up to 12 weeks of paid leave for new parents who are primary care givers.
• Health and Welfare: Comprehensive medical, dental, and vision benefits, disability and life insurance programs, along with voluntary benefits. Most coverage begins as of your start date.
• Work/Life and Wellness: Child and elder/adult care resources including on campus childcare centers, Employee Assistance Program, and wellness programs related to stress management, nutrition, meditation, and more.
• Retirement: University-funded retirement plan with contributions from 5% to 15% of eligible compensation, based on age and earnings with full vesting after 3 years of service.
• Tuition Assistance Program: Competitive program including $40 per class at the Harvard Extension School and reduced tuition through other participating Harvard graduate schools.
• Tuition Reimbursement: Program that provides 75% to 90% reimbursement up to $5,250 per calendar year for eligible courses taken at other accredited institutions.
• Professional Development: Programs and classes at little or no cost, including through the Harvard Center for Workplace Development and LinkedIn Learning.
• Commuting and Transportation: Various commuter options handled through the Parking Office, including discounted parking, half-priced public transportation passes and pre-tax transit passes, biking benefits, and more.
• Harvard Facilities Access, Discounts and Perks: Access to Harvard athletic and fitness facilities, libraries, campus events, credit union, and more, as well as discounts to various types of services (legal, financial, etc.) and cultural and leisure activities throughout metro-Boston.

General Administration

USA - MA - Cambridge

403033 Staff Assistant III

Hybrid (partially on-site, partially remote)

Harvard Quantum Initiative

Sciences

Full-time

053

55 - Hvd Union Cler & Tech Workers

Identity

Typical schedule is M-F 9:00am-5:00pm, with three days a week on campus. Hybrid and/or flexwork is possible.

Harvard University views equity, diversity, inclusion, and belonging as the pathway to achieving inclusive excellence and fostering a campus culture where everyone can thrive. We strive to create a community that draws upon the widest possible pool of talent to unify excellence and diversity while fully embracing individuals from varied backgrounds, cultures, races, identities, life experiences, perspectives, beliefs, and values.

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.