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Department Administrator

3 months ago

Cambridge, United States Harvard University Full time

**Job Summary**

The Office for Equity, Diversity, Inclusion, and Belonging at Harvard’s Faculty of Arts and Sciences (FAS OEDIB) is seeking a Department Administrator (DA). Reporting to the Associate Dean, the DA provides broad operational support for the EDIB Office and will undertake a broad range of activities, including managing relationships with key stakeholders across the FAS, operationalizing the FAS OEDIB internal practices (e.g., resource development, internal staff retreats, processes and practices to address internal needs
- policy for vacation requests, etc.), building infrastructure for the unit (website, visual signage, office management) and the ongoing assessment and reporting of DIB activities within the FAS.

The position supports all administrative and financial activities including budgeting, space planning, IT, human resources, recruiting, internal communications, event coordination and logistics, and staff support, including the facilitation of effective project management across team portfolios. Supporting a complex EDIB operation in the largest school within the University, the DA will serve as a resource to the Associate Dean on a variety of organizational and operational issues. Partnering with the entire FAS OEDIB team, the DA will provide administrative support to EDIB projects and initiatives that support the priorities and mission of both the FAS OEDIB and the FAS. The DA will provide operational leadership for the internal planning processes and internal administrative priorities (e.g., human resources, financial policies/practices, team retreat planning and logistics, etc.).

As a member of the FAS OEDIB Team, the DA will advise the Associate Dean, providing proactive, comprehensive administrative leadership and forecasting to strategic administrative and operational priorities.

**Position Description**

**Operations**
- Provides overall office management, human resources, and financial administration for the FAS OEDIB;
- Works with contacts in the Physical Resources Office for all building-related issues, including repairs, maintenance, and refurbishing as needed;
- Works with the Associate Dean and FAS OEDIB Team to provide operational support for the internal strategic planning processes and internal priorities for FAS EDIB.
- Works with the EDIB Coordinator to address internal staff needs, order supplies, and provide logístical support to the FAS EDIB Team
- Partners with the EDIB team on special event planning, logistics, promotion, and expense reconciliation.
- Serves as primary contact for FAS Human Resources (FAS HR). Manages office-level HR actions for staff, oversees staff relations, drafts job descriptions, recruits (in partnership with FAS HR), manages HR computer/digital interfaces, processes and/or approves necessary HR transactions. Onboards/trains new employees (student employees and professional staff), works with FAS HR Compensation to determine staff salaries, and analyzes and communicates compensation data as necessary. Engages in university-wide training and personal/organizational professional development.
- Serves as primary contact for FAS Finance. Works with the FAS OEDIB Team and FAS Finance to develop the departmental budget; monitors spending, approves financial expenditures and produces monthly reports. Develops and implements internal practices and procedures for effective administration of the department.
- Works in collaboration with the FAS Communications team, Associate Dean of FAS EDIB, and FAS EDIB senior leadership to coordinate logistics and distribution of communications from the FAS OEDIB to the FAS community including newsletters, website content, messages from the FAS OEDIB Associate Dean, and storytelling through campus communications platforms.

**Administrative Support**
- Provide operational support for the FAS OEDIB staff, and provide administrative support, as appropriate, to the portfolio of projects and initiatives led by FAS OEDIB.
- Creates the systems and infrastructure needed to support efficient administrative operations and ensure compliance with all applicable university and departmental policies and procedures.
- Partners with the Associate Dean to support the FAS EDIB team in managing competing priorities and ensuring operational effectiveness.

**Coordination of the FAS OEDIB Team**
- In close consultation with the Associate Dean, provides operational support to the FAS OEDIB Team.
- Collaborates on team meeting agendas. Ensures effective communication across the team; identifies and helps resolve team issues or concerns; plans logistics for meetings and retreats; and in partnership with the Associate Dean, works to create and maintain a healthy, inclusive, and positive work culture that engenders trust and open feedback

**Basic Qualifications**
- Bachelor’s degree
- At least 5 years of experience in general management, administration, financial management, and organizational development

**Additional Qualif