Manager of Administration

19-May-2022

Harvard Medical School

58517BR

Job Summary

The Manager of Administration (MOA) has overall responsibility of human resources functions, space and facilities, furniture/office equipment, IT and telecommunications. MOA develops and manages operating (non-sponsored) budgets. Serving under the direction of the Director of Administration and Operations (DAO), the MOA will work closely with the DAO to ensure that the necessary financial resources are applied in accordance with policy and need. This position will also supervise two direct reports.

Position Description

Job Specific Responsibilities: The MOA will manage, coordinate and implement policies and procedures in accordance with and compliance with DICP and university records and reports will be maintained with appropriate confidentiality and available for review as requested for the functional areas below.

Human Resource — workforce-related for internal and external candidates, hiring mechanism, and durations/terms that include:

• Recruitment. Work with program managers and HR personnel to prepare job descriptions.
• Schedule the interviews. Participate in interviews
• Hiring and Onboarding (permanent and temp staff, graduates, and summer program students)
• Liaise with HR and HMS affiliates to develop and/or review consultants contracts and agreements
• Payroll and ETad updating
• Work with DAO to develop DICP operational annual budget
• Performance Management
• Planning. Meetings with HR personnel etc

Finance—

• Develop and manage operating budgets. Analyze and forecast funds, develop departmental fiscal planning, review and approve departmental expenditures. Review monthly detailed listings and budget variance reports and identify adjustments as needed.
• Assist DAO and DICP leadership with grants proposal preparation and reporting.

Facilities — physical infrastructure that includes offices and shared spaces that include:

• Office space
• Shared space
• HMS spaces including parking. Work with DICP staff in identifying and securing internal and external space as needed for programming
• DICP POC with HMS facilities and custodial offices for building management and maintenance.
• Work with DICP program managers for events support
• Information Technology— inventory and maintenance of technology to include computers and other tech-enabled resources that include:
• Individual Office Computer.
• DICP Computer Pool.
• Personal HMS-enabled Computers.
• DICP-wide technologies (personal gadgets and equipment, resource room etc etc)
• Software.
• Upgrades.
• POC for IT

OTHER

• Proposal Preparation. Prepare documentation about DICP (and HMS) capacities related to personnel, facilities etc .
• DCIP annual report preparation
• Contribute to other required HMS and University reporting requirements
• Work with DCIP Communications to ensure timely updates and new initiatives are reflected

Basic Qualifications

Bachelor's Degree and 5+ years of successful, responsible project and/or operations management.

Additional Qualifications and Skills

Master's Degree in Business Management, Human Resources preferred. Strong interpersonal, communication, written and organizational skills. Experience in leadership and management, past experience in administration, operations and project management. Ability to work with a team, think strategically, and execute complex plans. Must exhibit sensitivity to cultural differences and have demonstrated the ability to communicate with a diverse group of people.

Additional Information

This position is based in Boston and some in-person on-campus work will be required, and flexible/remote work is an option. Any remote work must be performed in a state in which Harvard is registered to do business (CA*, CT, MA, MD, ME, NH, NY, RI, and VT). Individual flexible and remote work options for this role will be discussed during the interview process. *Note: Harvard employees working in California must be exempt.

The University requires all Harvard community members to be fully vaccinated against COVID-19 and remain up to date with COVID-19 vaccine boosters, as detailed in Harvard’s Vaccine & Booster Requirements . Individuals may claim exemption from the vaccine requirement for medical or religious reasons. More information regarding the University’s COVID vaccination requirement, exemptions, and verification of vaccination status may be found at the University’s “COVID-19 Vaccine Information” webpage: http://www.harvard.edu/coronavirus/covid-19-vaccine-information/ . 

Please note that we are currently conducting a majority of interviews and onboarding remotely and virtually. We appreciate your understanding.

Harvard University offers an outstanding benefits package including:

• Time Off: 3 - 4 weeks paid vacation, paid holiday break, 12 paid sick days, 12.5 paid holidays, and 3 paid personal days per year.
• Medical/Dental/Vision: We offer a variety of excellent medical plans, dental & vision plans, all coverage begins as of your start date.
• Retirement: University-funded retirement plan with full vesting after 3 years of service.
• Tuition Assistance Program: Competitive tuition assistance program, incredibly affordable classes directly at the Harvard Extension School, and discounted options through participating Harvard grad schools.
• Transportation: Harvard offers a 50% discounted MBTA pass as well as additional options to assist employees in their daily commute.
• Wellness options: Harvard offers programs and classes at little or no cost, including stress management, massages, nutrition, meditation, and complementary health services.
• Harvard access to athletic facilities, libraries, campus events, and many discounts throughout metro Boston.

The Harvard Medical School is not able to provide visa sponsorship for this position.

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Job Function

General Administration

Location

USA - MA - Boston

Job Code

359057 Admin Dept/Program Admin

Department

Diversity Inclusion and Community Partnership

Union

00 - Non Union, Exempt or Temporary

Pre-Employment Screening

Criminal, Education, Identity

Commitment to Equity, Diversity, Inclusion, and Belonging

We are committed to cultivating an inclusive workplace culture of faculty, staff, and students with diverse backgrounds, styles, abilities, and motivations. We appreciate and leverage the capabilities, insights, and ideas of all individuals. Harvard Medical School Mission and Community 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.