Assists in evaluating and improving office systems and procedures, as needed. Provides support for the development of administrative systems.
Responsible for the administration of several lab based management systems including the inspection management system, personal protective equipment database and LabPoint door safety information placarding. Maintains user accounts, troubleshooting and provides technical assistance to users including data entry, report creation and general administration. Meets with customers to provide in person training and assistance when requested. Meets with outside vendors to help prioritize departmental needs and facilitate enhancements.
Maintains records for the lab safety group and other EHS functional areas – biosafety, radiation, etc. Harmonizes these records with EHS Department record retention systems.
Responsible for editing online content and providing updates to the EHS department website.
Provides editorial and version support for a wide range of materials, including policies, correspondence, informational materials, reports, support documentation, web site, intranet, etc.
Provides administrative support for the Laboratory Safety Committee and other committee and project teams. Maintains rosters and meeting minutes and schedules meetings as required.
Enters data and customer activity reports and produces summary reports. Follows-up with customers and internal staff requiring assistance with computer applications, such as training database, risk assessment databases, chemical inventory updates and others.
Prepares and processes staff purchase requisitions, expense/travel reports, inter-departmental invoices and similar transactions on behalf of the office.
Works in close association with EHS office staff to ensure timeliness and responsiveness of all office services. Assists with special projects as assigned working in a team environment.
Manages and coordinates response schedule for general lab safety email inquiries.
Provides intermittent office support, such as: answering phones, editing documents, arranging appointments, scheduling meetings, developing EH&S data-management systems and coordinating training sessions, materials and schedules. Provides for media, space, and catering needs; assists with coordination of department events; prioritizes mail; maintains active and archive files; manages office space, equipment, supplies; prepares meeting materials, announcements, and agendas for staff needing support.
Other duties as assigned.
The Laboratory Safety Administrative Coordinator provides operations and administrative support to all members of the laboratory safety team and the greater Environmental, Health, and Safety office which includes programs, systems and services.
Salary Grade: 053
Union: 55 - Hvd Union Cler & Tech Workers
High school graduate with minimum of 3 years' experience in a professional office environment is required.
College degree preferred. Must demonstrate strong communication and interpersonal skills, and the ability to work effectively in a fast-paced, customer-focused operations environment with multiple projects and priorities. Must be able to multi-task and perform duties with a high degree of speed, accuracy and attention to detail. Must have strong organizational skills with a proven ability to assume accountability for projects and work independently to see tasks from start to finish. Must be proficient in writing business correspondence and have strong computer skills. Must have a demonstrated ability to work collaboratively in a team environment with multiple staff members. Must be able to handle complex and confidential materials and information.
Technology Skills Required: Thorough knowledge of desktop computing systems with proficiency in Microsoft Office Suite. Experience with Adobe Acrobat Pro is a plus, but not required. Must have the ability to efficiently learn proprietary systems and new applications as needed.
Special Requirements: Must be proficient in writing business correspondence. Some higher level of related training or three or more years of related experience required. Organizational skills and strong communication (phone, written, in-person) skills required. Customer service orientation, a bias for action, a high level of integrity, a high level of attention to detail, sensitivity to various interests, diplomacy, advocacy, self-confidence and resourcefulness are all desired competencies.
Emergency Status Designation: Non-Critical Operations Personnel
EQUAL OPPORTUNITY EMPLOYER: 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, or any other characteristic protected by law.
Harvard University is devoted to excellence in teaching, learning, and research, and to developing leaders in many disciplines who make a difference globally. Harvard faculty are engaged with teaching and research to push the boundaries of human knowledge. For students who are excited to investigate the biggest issues of the 21st century, Harvard offers an unparalleled student experience and a gen...erous financial aid program, with over $160 million awarded to more than 60% of our undergraduate students. The University has twelve degree-granting Schools in addition to the Radcliffe Institute for Advanced Study, offering a truly global education. Established in 1636, Harvard is the oldest institution of higher education in the United States. The University, which is based in Cambridge and Boston, Massachusetts, has an enrollment of over 20,000 degree candidates, including undergraduate, graduate, and professional students. Harvard has more than 360,000 alumni around the world.