Assistant Director of Administration

10-Oct-2023

Faculty of Arts and Sciences

63668BR

Job Summary

Reporting to the Manager of Staffing and Training, the Harvard College Department Administrator will be responsible for overseeing administrative and financial functions at Harvard College. This role is a one-year term that will serve as a floater to lead administrative and financial projects across the College. The expectation is that successful onboarding and performance will qualify the individual in this role to apply and be considered for openings that may become available in permanent administrative positions across the College. 

Position Description

Financial management:

• Prepare and oversee the annual office budget; Provide budget guidance and preparation for budget meetings
• Review and reconcile financial data, including budget to actual reviews; Summarize department finances, including adjustments and variances, for department leadership
• Respond to periodic financial inquiries from Harvard College or FAS finance office
• Oversee and approve payments, reimbursements, payment requests/invoices, and journal transactions processed by department staff
• Support the understanding and application of University financial policies and processes
• Respond to annual stewardship inquiries from the Development office

Human Resources management:

• Oversee hiring, payroll, and management processes for staff and student employees
• In consultation with Directors and managers, coordinate workflow for other administrative support staff
• In partnership with hiring managers, facilitate recruitment for any open staff positions from requisition/posting to on-boarding
• Reconcile/track/oversee payroll and absences for staff
• Provide support, training, and conflict management for employee relations issues as needed
• Communicate HR programs; staff award programs, summer youth hiring program, etc.
• Oversee performance management and goals process, provide training and support

Operations Management:

• Manage staff roles and responsibilities; PeopleSoft, Aurora, HART, Midas
• Understand and communicate the needs of building facilities to inform the capital plan
• Oversee any maintenance and/or work order requests and communicate any facility or construction messages as needed
• Draft and communicate policies on the usage of space in the community and, in coordination with other administrators, oversee shared space such as kitchens, conference rooms, etc.
• Oversee technology use and support. Serve as departmental liaison to HUIT on technology projects.

Administrative leadership:

• Provide advice and support for department leadership on key administrative issues including strategic management; personnel issues; and long-term department goals
• Understand the College student experience to help inform department practices and policies
• Participate in full range of office-wide events including staff meetings, open houses, professional development workshops, intra- and inter-department and college-wide meetings; Represent the department at FAS administrative meetings
• Propose and implement office processes and policies
• Oversee department communications, calendar, and website
• Manage special projects and other duties as assigned

Basic Qualifications

• Bachelor's degree 
• Five years' experience in project management and/or administration

Additional Qualifications and Skills

• Administrative experience in a University or non-profit setting strongly preferred.
• Demonstrated supervisory, financial, organizational, budgetary, and oral and written communication skills.
• HR experience preferred.
• Capacity to work with, and resolve conflict among, personnel with different personal and work styles essential.
• Experience using technology to improve workflow in office environment.
• Ability to set priorities, multi-task, and strong attention to detail.
• Capacity to function effectively in a collaborative office environment.
• Ability to develop innovative solutions to complex problems. Planning and project management skills essential.
• Ability to work independently as well as part of a team; ability to collaborate well with students, faculty and staff.

Physical Requirements

Regular walking and occasional strenuous physical activity in event management (ex. lifting, material set-up, etc.) 

Working Conditions

Office setting, hybrid

Additional Information

Harvard College is a close-knit undergraduate community within Harvard University. With world-class faculty, groundbreaking research opportunities, and a commitment to a diverse environment of bright, talented students, Harvard is more than just a place to get an education—it's where students come to be transformed. The College enrolls over 7000 students and is comprised of 6 major administrative units including the Harvard College Dean’s Office, the Dean of Students Office, the Office of Undergraduate Education, the Office for the Arts, the Office of Student Services, and the Phillips Brooks House Center for Public Service and Engaged Scholarship.

This is a limited term position with the possibility of going perm or being extended.

Benefits

We invite you to visit Harvard’s Total Rewards website 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 - Cambridge

Job Code

359057 Admin Dept/Program Admin

Work Format

Hybrid (partially on-site, partially remote)

Department

Harvard College Dean's Office

Union

00 - Non Union, Exempt or Temporary

Appointment End Date

15-Oct-2024

Pre-Employment Screening

Criminal, Education, Identity

Commitment to Equity, Diversity, Inclusion, and Belonging

Harvard University views equity, diversity, inclusion, and belonging as the pathway to achieving inclusive excellence and fostering a campus culture where everyone can thrive. We strive to create a community that draws upon the widest possible pool of talent to unify excellence and diversity while fully embracing individuals from varied backgrounds, cultures, races, identities, life experiences, perspectives, beliefs, and values.

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.