Job Description

The Staff Assistant is an integral member of the PME Admissions Office which oversees a fast-paced and highly selective admissions process. The Harvard Medical School MD Admissions process relies heavily on technology and electronic file review and seeks a Staff Assistant who is adept with database management and other relevant technologies. Reporting to the Associate Director of Admissions, the Staff Assistant for the MD program at Harvard Medical School will provide interview coordination and logistical support for applicants in a high-volume admissions office. The Pathways program interviews four to five days a week, every week between the months of September and February.

Working closely with and under the direction of the Admissions Specialist, the Staff Assistant will be responsible for the following:

• Scheduling 900+ applicants for interviews; including sending interview invitations for the Pathways program and coordinating with other curriculum tracks to ensure communications are aligned; communicating with interviewees prior to the interview day to convey important details pertaining to the interview day; communicating with interviewees post interview day for feedback, etc.
• Overseeing administrative tasks associated with the interview day (preparing daily applicant schedules; setting up and coordinating logistics for the interview day morning orientations; coordinating transportation for off-site interviews when interviewing in person, and coordinating Zoom links and logistics when interviewing virtually, coordinating with Curriculum Services on classes open to visitation when possible; coordinating with Security about visiting candidates to campus, etc.).
• Providing support for interview day activities in conjunction with other members of the Admissions office (giving admissions presentations, coordinating Zoom logistics; assisting in updating the interview day website; coordinating class observations, conducting campus tours and coordinating programming with related programs and offices, etc.).
• Answering phone and email inquiries pertaining to interview day for both applicants and faculty, as well as assisting with the coordination and confirmation of faculty and student committee member interview schedules.

The Staff Assistant will complete other duties as assigned, including:

• Providing support to the Associate Director of Admissions with management of the technological processes of the office.
• Providing administrative support to the Admissions Ambassador program.
• Organizing and coordinating logistics for Admissions related activities (Committee meetings, Interview Day, Revisit, etc.), including room reservations/ Zoom logistics, scheduling, catering orders, meeting minutes, and current student-admitted student host matches, etc.
• Monitoring inventory and ordering office supplies for Admissions office including promotional materials, for the Admissions office and Applicant Lounge.
• Processing and tracking a high volume of electronic applicant files.
• Data entry.
• Sorting mail, scanning documents, and collating.
• Assisting with correspondence to incoming students both in hard copy and electronically.
• Provide administrative support to the Admissions Specialist, Associate Director and Director of Admissions as needed.

Additional responsibilities include front desk management operations as needed:

• Answer questions about admissions policy and procedure and act as information resource on admissions policy and procedure to general public, applicants, committee members, and fellow staff members.
• Answer and direct a high volume of email inquiries that come through main Admissions Office email.
• Answer and direct a high volume of phone inquiries.
• Other duties/special projects as assigned.

Basic Qualifications:

• Three or more years administrative experience required. Education beyond high school may count toward experience.

Additional Qualifications and Skills:

• Bachelor’s degree preferred.
• Experience working in an admissions office and familiarity with application processing preferred.
• Must be familiar with Microsoft Office Suite and have experience working with complex electronic databases and data entry.
• Must have attention to detail, strong communication (written and verbal), organizational, and interpersonal skills, as well as the ability to stay motivated and focused while performing repetitive tasks.
• Candidate must have the ability to work under pressure with poise as well as efficiently multitask.
• Must have the ability to work effectively within a team and elicit a high level of customer service.
• Familiarity with Harvard or another academic institution preferred.