Harvard University
Position Title: Department Administrator
Req ID: 65681BR
School or Unit: Faculty of Arts and Sciences
Description:
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 logistical 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.
- Manages office IT needs (such as setting up emails, getting access to systems, upgrading equipment as needed, and managing SharePoint for the office).
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 Qualifications and Skills
The following Additional Qualifications are strongly preferred. If you meet some, but not all, you are still encouraged to apply; we value employees willing to learn.
- Experience strategically assessing priorities, managing change, and effectively juggling multiple complex activities in a time-sensitive environment;
- Proven track record of developing partnerships with key stakeholders within and outside the organization;
- Experience developing and executing strategies to achieve short and long-term goals;
- Ability to successfully navigate in a large, complex, and networked organization;
- Experience working with multicultural and/or international colleagues and work environments;
- Experience working with diverse constituencies of various backgrounds (ethnic, racial, social, cultural, economic, and educational, etc.) to interact with all members of the University community effectively;
- Experience developing trusting long-term relationships with constituents and creating and maintaining a team culture;
- Exceptional written, organizational, and communication skills, and the ability to adapt to a dynamic and fast-paced environment;
- Energy, curiosity, a positive mindset, and resourcefulness.
Working Conditions
Work is performed in an office setting. 0% Travel Requirements.
Hybrid office environment; This position is based in Cambridge, MA and there is an expectation of at least 3 workdays per week on campus.
The health of our workforce is a priority for Harvard University. With that in mind, we strongly encourage all employees to be up-to-date on CDC-recommended vaccines.
Additional Information
A cover letter is encouraged as part of your application.
We regret that we are unable to provide visa sponsorship for this position.
All formal offers will be made by FAS Human Resources.
About Us
The Office for Equity, Diversity, Inclusion, and Belonging at the Faculty of Arts and Sciences (FAS OEDIB) serves as a thought leader and strategic partner to advance the teaching, research, and service mission and commitment to excellence by partnering across the School to advance sustainable inclusive excellence.
The FAS OEDIB is responsible for conceiving, developing, and overseeing strategies to advance and support equity, diversity, inclusion, and belonging (EDIB) for all constituencies (students, faculty, staff, academic, and administrative units) across the FAS. FAS OEDIB incorporates an evidence-based approach to activate change and transformation.
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.
LinkedIn Recruiter Tag (for internal use only)
#LI-CK1
Department Office Location: USA - MA - Cambridge
Job Code: 359057 Admin Dept/Program Admin
Job Function: General Administration
Work Format: Hybrid (partially on-site, partially remote)
Sub Unit: Dean
Salary Grade: 057
Department: Office for Equity, Diversity, Inclusion and Belonging
Union: 00 - Non Union, Exempt or Temporary
Time Status: Full-time
Pre-Employment Screening: Credit, Criminal, Education, Identity
Schedule: Monday - Friday, 9-5
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.
EOE 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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