Career Center

The Department Administrator works collaboratively with the administrative team, applying a cross-functional and cross-organizational mindset, to provide exceptional administrative and financial support to the eight business units comprising Harvard University's Financial Administration unit.

The Department Administrator (DA) reports to and works closely with the Manager of Administration and Operations to provide administrative and financial support to all departments in FAD, including primary support for Capital Planning & Project Services (CAPS), Office of Financial Strategy and Planning (OFSP), Office of Treasury Management (OTM), Risk Management & Audit Services (RMAS), and Strategic Procurement (SP). The Department Administrator works collaboratively with the administrative team, applying a cross-functional and cross-organizational mindset, to provide exceptional administrative and financial support to the eight business units comprising Harvard University's Financial Administration unit.

Specific duties and responsibilities include:

• Directly manages and oversees the professional development and performance management of a small team that provides a wide variety of administrative and organizational duties to the department.
• Manages all aspects of administrative and financial operations for FAD business units, including day-to-day operations. Identifies streamlining and efficiency opportunities within the administrative team and across the departments in FAD and embraces a continuous improvement model.
• Supports senior leadership of FAD business unit(s) in all aspects of their responsibilities. Drafts and coordinates departmental responses, communications, and reports. Prepares presentations and supports the development, utilization, and advancement of operational and performance metrics. Attends and contributes to the planning of staff meetings and follows up on action items as needed. Establishes and monitors department policies and guidance. Responsible for business continuity planning. Assists with space management.
• In collaboration with FAD HR, acts as the HR liaison by providing personnel-related support. Provides salary budget to managers. Works with management team to ensure consistent administrative and operational processes for new or terminated employees. Advises managers on personnel policies.
• Works closely with the OFA/CFA budget team to support the annual budgeting process for departments' operating budgets, including assisting with their creation, management, and reporting. Responsible for managing monthly detailed listing reconciliations, accounting activities, expense tracking (including conference registration, travel, and training), and detailed financial analysis and reporting. Has approval authority for department reimbursement and responsible for ensuring budgetary compliance. Oversees procurement of supplies and services for office. Maintains equipment inventory, purchasing, phone, facilities, and day-to-day administrative operations.
• Supports onsite and building needs, including maintenance requests, equipment updates, and space renovations. Acts as liaison to Harvard Real Estate.
• Coordinates equipment and technology needs with Harvard University Information Technology (HUIT).
• Helps coordinate and manage training and professional development programs, including support for the FAD Managers program.
• Helps ensure strong sense of community and morale within departments by planning and executing events and team activities. Partners with administrative staff team to organize FAD-wide events.
• Partners with the FAD Communications Officer and the Digital Communications Coordinator to coordinate department, FAD-wide, and University-wide communications; create, manage, and update content for websites; and maintain and support SharePoint sites.
• Manages department records, including being familiar with records retention policies and guidelines, working with University and department records schedules, coordinating review of files stored in the office and offsite, and coordinating storage of files within the Harvard Records Center or Harvard Archives.
• Represents FAD business unit(s) on University-wide groups and committees.
• Special projects and other duties as required.

We ask that interested applicants provide a cover letter with their application.

More about Financial Administration Department: http://finance.harvard.edu/home

FAD is committed to an engaging and diverse culture, strong values, and client partnership. The department is led by the Vice President for Finance (VPF), is comprised of eight reporting units:

• Office of the Controller
• Office of Finance and Administration
• Office of Financial Strategy and Planning
• Office for Sponsored Programs
• Office of Treasury Management
• Risk Management and Audit Services
• Strategic Procurement
• Capital Planning and Project Services

Please note:

• Harvard University requires pre-employment reference and background screening.
• Harvard University is unable to provide work authorization and/or visa sponsorship.
• This position has a 90-day orientation and review period.

Harvard offers an outstanding benefits package including:

• Time Off: 3-4 weeks paid vacation, paid holiday break, 12 paid sick days, 11.5 paid holidays, and 3 paid personal days per year.
• Medical/Dental/Vision: We offer a variety of excellent medical plans, dental & vision plans, all coverage begins as of your start date.
• Retirement: University-funded retirement plan with full vesting after 3 years of service.
• Tuition Assistance Program: Competitive tuition assistance program, $40 per class at the Harvard Extension School and discounted options through participating Harvard grad schools.
• Transportation: Harvard offers a 50% discounted MBTA pass as well as additional options to assist employees in their daily commute.
• Wellness options: Harvard offers programs and classes at little or no cost, including stress management, massages, nutrition, meditation and complimentary health services.
• Harvard access to athletic facilities, libraries, campus events and many discounts throughout metro Boston.

Accessibility:
Harvard University IT plays an important role in supporting Harvard's commitment by seeking to create, procure and deploy technologies that are accessible to all, including and especially those who live with disability. Harvard welcomes individuals with disabilities to apply for positions and participate in its programs and activities. If you would like to request accommodations or have questions about the physical access provided, please contact our University Disability Resources Department.

Salary Grade: 057

Union: 00 - Non Union, Exempt or Temporary

Basic Qualifications are the minimum threshold a candidate must meet in order to be considered for this role.

• BS/BA and 5 years of administrative and/or financial experience in dynamic work environment.

The following Additional Qualifications are strongly preferred. If you meet some, but not all, you are still encouraged to apply; we value employees with a willingness to learn.

• Demonstrated ability to relate to individuals at all levels with poise, respect, and diplomacy.
• Ability to problem solve and set priorities in a dynamic environment, display discretion when working with highly confidential issues, and meet deadlines.
• Demonstrated resourcefulness and the ability to organize, prioritize, and manage multiple goals and tasks.
• Advanced proficiency in Microsoft Word, Excel, and PowerPoint.
• Demonstrated ability to learn new technologies.
• Enthusiastic team player with strong customer service orientation and commitment to an environment that promotes and values diversity, inclusion, and belonging.
• Strong written and verbal communications skills.
• Ability to convey a clear and consistent message.
• Strong technical skills, including knowledge of web content management systems and other web technologies.
• Prior people and project management experience and higher education/non-profit experience are pluses.

EQUAL OPPORTUNITY EMPLOYER: 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, or any other characteristic protected by law.