Program Administrator

12-Mar-2024

Faculty of Arts and Sciences

65170BR

Job Summary

The Harvard College Observatory (HCO) is seeking an experienced administrator to support the Faculty Research groups in the Solar, Stellar, and Planetary Sciences (SSP) Department.  They will be responsible for all administrative, operational, financial, and personnel functions for the Harvard SSP Groups, which conducts collaborative research with teams of astrophysicists from multiple institutions as part of the research mission. They also coordinate activities with HCO, Astronomy Department, and the Smithsonian Astrophysical Observatory (SAO) administration; and serve as the main point of contact for collaborators from other institutions.

The Program Administrator will provide a wide range of administrative support and is responsible for day-to-day management and all administrative logistics of the faculty’s diverse research. The Program Administrator will work independently with minimal supervision in a work environment of multiple and conflicting priorities; anticipate and resolve problems and update supervisor on the status of projects and assignments. May oversee part-time work of students, casuals and temps. They will coordinate and support the research of several undergraduate and graduate students, plus postdoctoral fellows as it relates to the SSP research groups.

Position Description

Finance and Operations

Functions as equipment manager for SSP Group labs; oversees complex equipment procurements and handles shipping and insurance issues. Conduct financial analysis, projections, and financial reporting. Balances expenses among grants. Approves, tracks, and project expenditures and advises, and makes recommendations, including implementation of budget strategies.

Process expense reports, vouchers, requisitions, and other financial transaction

Manage all local financial transactions including reimbursements, pcard and corporate card expenditures, purchasing, etc.

Research Administration

Responsible for pre-and post-award grants management.

Reviews program announcements/solicitations and Harvard and sponsor policies to ensure that proposals conform with agency guidelines and format requirements; work with faculty, scholars, collaborators, and HCO core administration to plan, prepare and submit proposals to federal and non-federal funding agencies, track sub-award deliverables. Review contracts and grant terms and advise faculty on project administration. Interpret financial and business terms of sponsored agreements and financial management of active awards. Perform timely financial analysis and provide faculty with regular updates for each of their awards and accounts. Tracks deadlines and schedules financial and non-financial reports.

General/Personnel Administration

Provide administrative and operational support for students and faculty, including event planning, subscriptions, and web page development and maintenance. Handles travel arrangements for faculty, students, collaborators, consultants, and researchers. Advises researchers, graduate students, and undergraduates on Harvard College Observatory (HCO), Smithsonian Astrophysical Observatory (SAO), Faculty of Arts and Sciences (FAS), and University policies and procedures. 

Responsible for research group member onboarding. Work with department administration on effort reporting and compliance issues. Manages graduate student and researcher appointments. Manage interactions with minors in the lab. Responsible for visa application materials/process. Liaise with members of the HCO core administration to coordinate administrative activities and promote efficient operations and communication. Keeps faculty attuned to the demands of the day at hand and the weeks ahead. Assists in manuscript preparation and faculty activity reporting.

Assignments

Assists Principal Investigator with project management.

Execute other projects assigned throughout the year.

Performs other duties as required.

Basic Qualifications

• At least three years related experience in finance, accounting, or administration.

Additional Qualifications and Skills

• Bachelor's degree preferred

• Experience in an academic department is highly preferred.

• Ability to think analytically and strategically, be able to troubleshoot, take initiative, and handle confidential information. 

• Must be professional and show exceptional judgment and a high level of discretion.

• Demonstrated competencies in all areas including strong technical skills, experience with desktop and web publishing and graphics programs, ability to work independently and as part of a team.

• Familiarity with web-site editing tools and HTML highly desirable.

• Strong problem-solving skills, written and verbal communication skills, commitment to customer service excellence. Team player with the ability to successfully interact with many stakeholders throughout Harvard and externally. Ability to handle multiple projects and conflicting priorities under time pressure while delivering high-quality results, attention to detail, flexibility in assuming responsibilities, function well in a fast-paced, changing work environment.

• Solid working knowledge of managing NSF, DOE, and other sponsored awards and demonstrated experience with federal research financial policies and regulations, Uniform Guidance, and with external sponsored requirements and systems for submitting or reviewing proposals (e.g., Fastlane).

• Intermediate to advanced software proficiency, especially Excel, and financial skills (budgeting, reporting, accounting, A/P, and A/R) and Oracle and Harvard financial and reporting systems are strongly preferred. Solid working knowledge of office processes and related computer software and electronic communications tools preferred. 

• High level of comfort and proficiency with standard Macintosh applications (e.g. Pages, Keynote) and Google Applications (e.g. Google Docs, Google Sheets, Google Drive).

• Excellent organizational skills with particular ability to prioritize work in an environment with multiple and conflicting priorities. Superb written and verbal communication skills.

• Excellent financial/accounting skills, experience planning and managing events, proven project and/or program management skills. 

• Ability to quickly learn and adapt new systems, policies, procedures and computer applications and pro-actively apply them, including emerging office technologies and communication tools.

Working Conditions

This position will be based on campus in Cambridge, MA, with the possibility of having a hybrid in-person/remote schedule. The selected candidate will need to be on campus as business needs require. All remote work must be performed in a state in which Harvard is registered to do business (CA, CT, GA, IL, MA, MD, ME, NH, NY, RI, VT, VA, and WA).

Additional Information

• Applicants MUST submit a cover letter in addition to their resume in order for their application to be reviewed. 

• We regret that Harvard University is unable to provide work authorization and/or visa sponsorship for this position.

• Pre-employment reference and background checks required.

• Harvard University is committed to supporting a healthy, sustainable learning and working environment.

• All formal written 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. All remote work must be performed within one of the Harvard Registered Payroll States, which currently includes Massachusetts, Connecticut, Maine, New Hampshire, Rhode Island, Vermont, Georgia, Illinois, Maryland, New Jersey, New York, Virginia, Washington, and California (CA for exempt positions only). Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

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

General Administration

Department Office Location

USA - MA - Cambridge

Job Code

405013 Administrator (N)

Work Format

Hybrid (partially on-site, partially remote)

Department

Harvard College Observatory

Union

55 - Hvd Union Cler & Tech Workers

Pre-Employment Screening

Criminal, 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.

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