Project Assistant, Delivery Decisions Initiative

Ariadne Labs is a joint center for health systems innovation at Brigham and Women’s Hospital and the Harvard T.H. Chan School of Public Health. Our goal is to drive scalable solutions for better care at critical moments in people’s lives everywhere. Better care means better health outcomes, lower costs, and more actual caring. Critical means solving health systems failures that have major impact, typically touching people by the millions. Ariadne Labs currently has research programs in the areas of childbirth, surgery, palliative care, and primary health care.

The vision of the Delivery Decisions Initiative (DDI) at Ariadne Labs is a world in which every person can choose to start or grow their family with dignity. During the universally vulnerable period in people’s lives that spans pregnancy to parenthood, families deserve care that is safe, supportive and empowering. We draw from a broad range of expertise to bring systems thinking to this challenge.

The DDI team currently includes the Program Director, Assistant Director of Project Management, Associate Faculty, Implementation Specialist, Research Assistants, Sr. Project Coordinator, Research Coordinator, post-doctoral fellows, and both graduate and undergraduate students.

The Project Assistant will be supervised by the Assistant Director of Project Management but will work closely with others on the team.  The Project Assistant will be assigned to support specific work within the DDI portfolio and will perform and coordinate a range of program activities and tasks as well as general support to the DDI team.

Position Description

Duties and responsibilities include, but are not limited to, the following:

  • Perform administrative duties under moderate supervision
  • Develop, format, and maintain slides, documents, tracking systems, and other materials developed by the program team
  • Schedule, coordinate, and execute meetings, webinars and virtual meetings with project teams
  • Schedule and coordinate meetings and conference calls including preparing meeting materials and taking minutes
  • Coordinate travel logistics for team members and external partners once needed. Logistics includes, but are not limited to, arranging flights, hotels, meetings, and visas. Serves as the principal internal and external administrative contact for stakeholders.
  • Prepare expense reports and work with grants management to ensure expenses are reimbursed in a timely manner compliant with organization and donor requirements.
  • Coordinate the Program Director’s schedule and provide general administrative support
  • Prepare written responses to routine inquiries
  • Assist with the development of project work plans, timelines, and reports to funders; Track project deliverables
  • Communicate effectively with internal partners to move the work forward; Respond professionally to program inquiries; Maintain contact information for network of external collaborators, partners, and project stakeholders
  • Represent Ariadne Labs professionally with staff, guests, donors, callers, and external visitors; greet guests, candidates, and donors
  • Process expenses and reimbursements for business-related travel and memberships
  • Maintain databases and filing systems which includes version control and organization of the program’s knowledge management
  • Handle requests for information and data
  • Perform other related duties and responsibilities as required; provide cross-coverage as needed

PLEASE NOTE: This position has a term appointment of 1 year from the date of hire with the possibility of extension.

PLEASE NOTE: The primary work location for this position is Boston, MA and in order to be on Harvard payroll, you must reside in one of the following states – MA, NH, RI, ME, CT, VT, NY, or MD. We are also working primarily remotely at this time due to the COVID-19 pandemic. Until our return to campus, this interview process and position will be conducted virtually – including virtual interviews, remote onboarding, and remote work. The remote nature of this position is only temporary. Local, on-campus work will be required as a condition of continued employment once the School and this role return to an operational status that supports it. The Harvard T.H. Chan School of Public Health will support flexible work schedules upon this return, subject to individual departments’ business needs.

Basic Qualifications

  • 3+ years of related work 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
  • Business training beyond high school or college background
  • 1-2 years work experience preferred
  • Familiarity with the Google information environment is valuable (e.g. Google Docs, Google Sheets, Google Drive, etc.)
  • Experience with the set-up of video and audio conference calls and virtual meetings
  • Positive, flexible, professional, and a can-do attitude
  • Strong written and verbal communication
  • Strong interpersonal skills preferred
  • Works effectively independently and utilize strong interpersonal skills to problem-solve complex issues preferred
  • Meets competing deadlines on time and with high caliber deliverables preferred
  • Handles complex and confidential information with discretion preferred
  • Office administration and customer service skills preferred
  • Willingness/desire to learn project content preferred
  • Comfortable working on multiple projects at one time preferred

The following cultural competencies are also preferred:

  • Awareness of and aptitude to appropriately and effectively understand, respect, and adapt to cultural and identity-based differences within group environments
  • Knowledge of and commitment to concepts and issues tied to social justice, diversity, equity, and inclusion
  • Skills related to creating and supporting an environment that allows for inclusion, effective intercultural engagement, and personal humility and authenticity

Additional Information

Harvard University offers an outstanding benefits package including:

  • Time Off: 3-4 weeks paid vacation, paid holiday break, 12 paid sick days, 12+ paid holidays, and 3 paid personal days per year.
  • Medical/Dental/Vision: Excellent and affordable medical, dental & vision plans, with coverage beginning as of an employee’s start date.
  • Retirement: University-funded retirement plan with full vesting after 3 years of service.
  • Tuition Assistance & Reimbursement Programs: $40 per class at the Harvard Extension School, discounted options through participating Harvard graduate schools, and reimbursement options for accredited schools outside of Harvard.
  • Transportation: 50% discount on MBTA passes, as well as additional options (rideshare, biking, etc.) to assist employees in their daily commute.
  • Wellness & Professional Development: Programs and classes at little or no cost, including stress management, hard & soft skills development, career planning, massages, nutrition, meditation, and complimentary health services. Additionally, access to Harvard athletic facilities, libraries, campus events — and many discounts for various cultural and leisure activities 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!

To apply, log onto Harvard Careers and search requisition #57884BR under the “Search Jobs” tab.