Staff Assistant III – Office of the Registrar

By working at Harvard University, you join a vibrant community that advances Harvard's world-changing mission in meaningful ways, inspires innovation and collaboration, and builds skills and expertise. We are dedicated to creating a diverse and welcoming environment where everyone can thrive.

Why join Harvard Medical School?

Harvard Medical School's mission is to nurture a diverse, inclusive community dedicated to alleviating suffering and improving health and well-being for all through excellence in teaching and learning, discovery and scholarship, and service and leadership.

You’ll be at the heart of biomedical discovery, education, and innovation, working alongside world-renowned faculty and a community dedicated to improving human health. This is more than a job - it’s an opportunity to shape the future of medicine.

Reporting to the Registrar, the Administrative Assistant will provide essential clerical and administrative support to the Office of the Registrar in a medical school setting. This position is responsible for completing daily operational tasks to ensure continuity of processes and services while the Registrar’s Office completes a software implementation. The role is ideal for a detail-oriented individual comfortable with repetitive tasks and working in a student-focused environment.

• Data Management – perform accurate data entry into student information systems, including, but not limited to posting shelf and step exam scores to my.Harvard, process cross registration requests, process course proposals, review and process VSLO applications and scheduling requests.
• Respond to basic inquiries from students, faculty, and staff (in-person, phone, and email) or refer to appropriate staff. Respond to requests from visiting students regarding away rotations at HMS. Communicate with students requesting independent studies, away rotations, leaves of absence, or alternate schedules.
• Assist with administrative tasks during peak periods. 
• Assist with commencement processing.
• Assist in graduation auditing.
• Perform other clerical duties as assigned by the Registrar or Associate Registrar.

As part of your application, we recommend including a cover letter that will help us better understand your qualifications and background. This can provide valuable insight into your experience and interest in the role.

Basic Qualifications:

• Three or more years of related experience. Education beyond high school may count towards experience.

Additional Qualifications and Skills:

• Bachelors preferred.
• Previous clerical, office, or administrative experience strongly preferred.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook) and familiarity with office equipment.
• Ability to maintain confidentiality and handle sensitive student information in compliance with FERPA.
• Strong attention to detail and organizational skills.
• Good written and verbal communication skills.
• Reliable, punctual, and able to work independently as well as part of a team.
• Strong organizational, interpersonal, and communication skills.
• Comfort with data collection and analysis.
• Capacity to manage multiple priorities and respond to dynamic student needs.

• Term: This is a 6-month term position from the date of hire, with the possibility of extension, contingent upon work performance and continued funding to support the position. 
• Standard Hours/Schedule: 35 hrs. per week | Monday - Friday | 9:00 am - 5:00 pm
• Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position.
• Pre-Employment Screening: Identity
• Other Information: Please note that we are currently conducting a majority of interviews and onboarding remotely and virtually. We appreciate your understanding.
• Staying Informed About Your Application: Due to the high volume of applications, we may not always be able to reach out right away, but you can track your status anytime through the Careers@Harvard portal.

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Work Format Details

This position has been determined by school or unit leaders that some of the duties and responsibilities can be effectively performed at a non-Harvard location. The work schedule and location will be set by the department at its discretion and based upon operational needs. When not working at a Harvard or Harvard-designated location, employees in hybrid positions must work in a Harvard registered state in compliance with the University’s Policy on Employment Outside of Massachusetts. Additional details will be discussed during the interview process. Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

Salary Grade and Ranges

This position is salary grade level 053. Please visit  Harvard's Salary Ranges  to view the corresponding salary range and related information. 

Benefits

Harvard offers a comprehensive benefits package that is designed to support a healthy work-life balance and your physical, mental and financial wellbeing. Because here, you are what matters. Our benefits include, but are not limited to: 

• Generous paid time off including parental leave 
• Medical, dental, and vision health insurance coverage starting on day one 
• Retirement plans with university contributions 
• Wellbeing and mental health resources 
• Support for families and caregivers 
• Professional development opportunities including tuition assistance and reimbursement 
• Commuter benefits, discounts and campus perks 

Learn more about these and additional benefits on our Benefits & Wellbeing Page. 

EEO/Non-Discrimination Commitment Statement

Harvard University is committed to equal opportunity and non-discrimination. We seek talent from all parts of society and the world, and we strive to ensure everyone at Harvard thrives. Our differences help our community advance Harvard's academic purposes.

Harvard has an equal employment opportunity policy that outlines our commitment to prohibiting discrimination on the basis of race, ethnicity, color, national origin, sex, sexual orientation, gender identity, veteran status, religion, disability, or any other characteristic protected by law or identified in the university's non-discrimination policy. Harvard's equal employment opportunity policy and non-discrimination policy help all community members participate fully in work and campus life free from harassment and discrimination.