Assistant Director of Faculty Services

21-Feb-2024

Faculty of Arts and Sciences

64763BR

Position Description

The Harvard Department of Stem Cell and Regenerative Biology (HSCRB) is a cross-school department, committed to the advancement of biomedical research and to delivering innovative teaching and training at the interface of biology and medicine. Reporting to the Associate Director of Administration, the Assistant Director of Faculty Services will provide comprehensive, responsive, and effective faculty support services to HSCRB faculty.

Faculty Recruitment and Retention

• Manage departmental administrative processes and responsibilities for faculty searches, reviews, mentoring, and promotions.
• Work with the department co-Chairs and prospective committee co-chairs to develop and establish junior faculty recruitment, mentoring and promotion reviews. (Ex: committee reports, faculty search candidate visits, promotion, and review dossiers, provide data collection, analysis, reporting, advertising, coordinating interviews and recruitment visits, assembling dossiers, and maintaining departmental records for university and external audit).
• Plan, execute, and support onboarding and orientation of new tenure-track and non-ladder faculty.
• Collaborate with other administrative teams in HSCRB (Lab Operations, Sponsored Research, Business Ops, Research Compliance, etc.) onboarding and off-boarding activities for faculty appointments.
• Manage faculty leave request process (Ex: sabbatical) in conjunction with the Co-Chairs. Check for accuracy and eligibility data and communicate the eligibility to faculty members.
• Manage search process, hiring, and onboarding of non-ladder teaching, affiliated, or affiliate faculty appointments.
• Provide guidance and direction to department chair on annual salary and reappointment actions.
• Primary point person for faculty: provide counseling and advising on institutional policies and concerns.
• Is the key liaison to Harvard and non-Harvard offices including FAS Faculty Affairs, FAS Appointments Office, Office of General Counsel, hospital partners, and other entities.
• In accordance with university, faculty, and academic affairs policy, provide guidance on academic appointments, benefits, etc.

Academic/Programmatic Support

• Collaborates with Executive Director, co-Chairs, and faculty to strategically develop, coordinate, and implement the programmatic vision for faculty-sponsored events including the departmental seminar series, scientific retreat, special colloquia, and other events; oversee execution of logistics for faculty-sponsored events, often located in multiple locations through Cambridge and Boston, through management of direct report as well as provides functional guidance and assigns responsibilities in regard to event /programmatic support to Administrative Coordinators in the department, in conjunction with the Associate Director of Administration.
• Administrator for HSCRB faculty meetings and subcommittee activities; work with the co-Chairs and Executive Director to draft agendas, write and distribute minutes, and follow up on post-meeting action items and communications as needed.
• Develop and implement department academic professional development and training initiatives, including department awards.
• Manage, monitor, and report on all programmatic budgets.
• In accordance with the departments programmatic and strategic academic vision, select, recommend, and staff faculty sponsored events.

Administrative Support

• Hire, train, mentor, manage, and review staff performance.
• Responsible for the staff workflow processes, which includes job descriptions, etc. 
• Collaborate with faculty to assess administrative needs and as needed, follow up to address concerns.
• Create and maintain resources for the faculty administrative support staff, including best practices for faculty and lab support/administrative services.

Basic Qualifications

• Bachelor’s degree or equivalent work experience required
• Minimum of 5 years’ relevant work experience

Additional Qualifications and Skills

• Working knowledge of faculty appointment policies and processes.
• Supervisory experience.
• Demonstrated ability to work collaboratively and flexibly.
• Commitment to high standard of customer service.
• Must handle sensitive and/or confidential information with discretion.
• Knowledge of Microsoft Office Suite, advanced Excel skills.
• Strong written and verbal communication skills.

Physical Requirements

• Sitting using near vision use for reading and computer use for extended periods of time
• Lifting (approximately 20 to 30 pounds), bending, and other physical exertion

Working Conditions

• Work is performed in an office setting

Additional Information

We are unable to provide visa sponsorship for this positions

All formal offers will be made by FAS Human Resources

Work Format Details

This is a hybrid position that is based in Massachusetts. Additional details will be discussed during the interview process.

Benefits

We invite you to visit Harvard's Total Rewards website (https://hr.harvard.edu/totalrewards ) 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

Faculty & Student Services

Department Office Location

USA - MA - Cambridge

Job Code

S0557M FSS Academic Affairs Mgt III

Work Format

Hybrid (partially on-site, partially remote)

Department

Stem Cell and Regenerative Biology

Union

00 - Non Union, Exempt or Temporary

Pre-Employment Screening

Education, Identity

Schedule

Monday-Friday, 9am-5pm

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.

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