Assistant Director of Administration

2 weeks ago

Cambridge, United States Harvard University Full time

**Job Summary**

**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
- 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 plus
- 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.

**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 requirem

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