Assistant Director Of Administration

Basic Qualifications

• Bachelor's degree plus

• Five years' experience in project management and/or administration

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.

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

• 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

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

Job Summary

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.