Reporting to the Manager of Staffing and Training, the Harvard College Department Administrator will be responsible for overseeing administrative and financial functions at Harvard College. This role is a one-year term that will serve as a floater to lead administrative and financial projects across the College. The expectation is that successful onboarding and performance will qualify the individual in this role to apply and be considered for openings that may become available in permanent administrative positions across the College.
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
Support the understanding and application of University financial policies and processes
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
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.
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
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.
Regular walking and occasional strenuous physical activity in event management (ex. lifting, material set-up, etc.)
Office setting, hybrid
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.
This is a limited term position with the possibility of going perm or being extended.
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.
Hybrid (partially on-site, partially remote)
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.
About Harvard University Faculty of Arts and Sciences
Harvard University is devoted to excellence in teaching, learning, and research, and to developing leaders in many disciplines who make a difference globally. The University, which is based in Cambridge and Boston, Massachusetts, has an enrollment of over 20,000 degree candidates, including undergraduate, graduate, and professional students. Harvard has more than 360,000 alumni around the world. The University has twelve degree-granting Schools in addition to the Radcliffe Institute for Advanced Study, offering a truly global education. Established in 1636, Harvard is the oldest institution of higher education in the United States.