Overview
Administrative Assistant Jobs in Minneapolis, MN at Ho-Chunk, Inc.
Job Summary
The mission of the Department of Social and Behavioral Sciences (SBS) is to improve health throughout the human lifespan, including a special emphasis on children and adolescents. This mission is achieved through research to identify the social and behavioral determinants of health, the development and evaluation of interventions and policies leading to the improvement of population health, and the preparation of professionals and researchers who will fill leadership positions in advocacy and public service.
Position Description
We are looking for a talented, dependable, self-motivated, and energetic Executive Assistant (EA) to join the Department of Social and Behavioral Sciences at the Harvard TH Chan School of Public Health. The candidate will directly support the Department Chair and is responsible for providing critical, high-level administrative support and the coordination of logistics for the Chair and the Department of SBS as a whole, as needed. The incumbent will interact with all levels of the organization and high profile benefactors and collaborators outside of Harvard Chan and the University. The candidate must have excellent communication and organizational skills with demonstrated ability to work in a highly-demanding and fast-paced environment. They must be able to use judgement to handle complex situations and effectively prioritize a wide variety of tasks, balancing multiple longer-term projects and goals with the immediate needs fo the office.
Duties and responsibilities include, but are not limited to the following:
Supports the Chair of Social and Behavioral Sciences by coordinating department-level initiatives and projects, complex calendar management, meeting coordination, and prioritization of requests for time and information, drafts correspondence on behalf of the Chair, and creates visually engaging presentations and documents, prepares and tracks financial transactions for Chair’s review and approval, ensuring compliance with university policies
Coordinates timelines, action items, and reporting structures to ensure goals are met and tasks are completed on schedule.
Conducts research, gathers data, and prepares summary materials to aid in decision-making.
Works collaboratively with internal stakeholders to identify dependencies, track deliverables, and flag issues or obstacles for resolution.
Contributes to strategic planning efforts by monitoring progress toward established department or university goals.
Assists with preparation of reports, presentations, and communication materials related to ongoing initiatives.
Utilizes discretion when handling confidential or sensitive materials and communications.
Anticipates and prepares materials for meetings, events, and speaking engagements; ensures information is thorough, accurate, and timely.
Coordinates events, retreats, and special meetings; liaises with other university departments and external stakeholders.
Coordinates all travel logistics, including domestic and international itineraries; processes related expenses and reimbursements in a timely manner.
Maintains accurate and current records, including directories, contact lists, and departmental documents.
Assists with tracking academic processes such as faculty development (e.g., tenure, promotion, academic appointments) using tools including spreadsheets, databases, and AI-assisted platforms.
Prepares and tracks financial transactions for Chair’s review and approval, ensuring compliance with university policies.
Assists with purchase card reconciliations, reimbursements, and other financial documentation related to departmental activities.
Performs other duties assigned.
Basic Qualifications
5+ years of related experience is required; a combination of education and experience may be considered.
Additional Qualifications and Skills
The following job-specific skills and competencies are preferred:
Bachelor’s degree strongly preferred
Prior experience in a higher education or academic setting is preferred.
Demonstrated proficiency in project coordination, with the ability to track timelines, deliverables, and progress toward goals.
Strong written, verbal, and interpersonal communication skills, with the ability to convey information clearly and effectively to diverse audiences.
High attention to detail and accuracy, particularly with sensitive information and complex documentation.
Manage multiple priorities, coordinate with various stakeholders, and maintain efficiency in a dynamic academic environment.
Proven analytical and critical thinking capabilities.
Professional discretion, sound judgment, and remains calm under pressure.
Proficient in MS Office Suite (Word, Excel, Outlook, and PowerPoint), web tools, databases, and AI-based productivity tools.
Additional Information
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!
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The Harvard T.H. Chan School of Public Health does not provide visa sponsorship, now or in the future, for staff positions.
Harvard University requires pre-employment reference checks and background screenings.
This position has a 90 day orientation and review period. The O&R period will be waived for any internal Harvard employee transfers.
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Work Format Details
This is a hybrid position that is based in Massachusetts. Additional details will be discussed during the interview process. All remote work must be performed within one of the Harvard Registered Payroll States, which currently includes Massachusetts, Connecticut, Maine, New Hampshire, Rhode Island, Vermont, Georgia, Illinois, Maryland, New Jersey, New York, Virginia, Washington, and California (CA for exempt positions only). Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment.
Benefits
We invite you to visit Harvard’s Total Rewards website (https://hr.harvard.edu/benefits-wellbeing) 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.
Job Function
General Administration
Department Office Location
USA – MA – Boston
Job Code
403035 Executive Assistant
Work Format
Hybrid (partially on-site, partially remote)
Sub-Unit
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Salary Grade
054
Department
Social and Behavioral Sciences
Union
55 – Hvd Union Cler & Tech Workers
Time Status
Full-time
Pre-Employment Screening
Identity
Commitment to Equity, Inclusion, and Belonging
At the Harvard T.H. Chan School of Public Health, we believe that diversity is integral to the Harvard experience and our mission of improving public health education, research and policy. Diversity of cultural backgrounds, identities, lived experiences, perspectives, and ways of understanding the world enriches our community and enables us to best meet the public health needs of the United States and the world. Ongoing learning and development related to diversity allows for both individual and institutional growth, and is necessary to foster and sustain a culture of inclusion. To achieve this, we are committed to ensuring equitable access to opportunities for learning, living, and working at the Harvard Chan School. We maintain an unwavering dedication to diversity, inclusion, and belonging as core to our institutional values and to actively counter, minimize, and address racism, sexism, xenophobia, homophobia, gender bias, and all forms of discrimination.
Learn more about the School’s mission, objectives, and core values, our Principles of Citizenship, and our diversity, inclusion, and belonging initiatives. Also, learn more about the Dean’s AAA vision and our school’s ongoing strategic initiatives.
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.
LinkedIn Recruiter Tag (for internal use only)
#LI-AP1
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Title: Administrative Assistant
Company: Ho-Chunk, Inc.
Location: Minneapolis, MN
