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Department Administrator

companyHarvard FAS
locationUnited States
PublishedPublished: 12/15/2023
Full Time

14-Dec-2023

Department Administrator

Faculty of Arts and Sciences

64598BR

Job Summary

Reporting to the Executive Director of Education Support Services (ESS) in the Faculty of Arts and Sciences (FAS), the Department Administrator (DA) is responsible for managing and coordinating the day-to-day administrative functions that keep the department running smoothly. The DA has a critical role that serves as the central hub for all administrative operations at ESS, supporting 50 FTE’s and up to 100 students, interns, and temporary employees. The DA is responsible for coordinating between the six ESS business units (Teaching & Learning, Event & Media Production, Design & Engineering, the Assistive Technology Center, the Language Center, and Piano Technical Services), and the ESS Leadership team, as well as with external partners such as FAS Administrative Operations, FAS HR, and FAS Finance.

Position Description

The ESS Department Administrator will:

  • Partner with the FAS Talent Acquisition Consultant to attract and hire qualified, diverse, and talented candidates.
  • Hire and oversee the use of contingent labor hired directly as well as through Harvard’s managed service provider, DZConnex.
  • Onboard new hires and offboard exiting employees.
  • Oversee the prompt and efficient hiring of student workers each semester.
  • Manage HR administration including position management, salary administration, annual performance review process, time and absence tracking, compliance with Harvard policies, labor law and union contract obligations, and maintenance of personnel files/records with support from the FAS HR Consultant and FAS HR Coordinator assigned to ESS, as appropriate.
  • Collaborate with the department’s Financial Administrator to ensure spending is within budget, reconciling expenses, and processing invoices.
  • Coordinate with the Office of Physical Resources and Planning on ESS facilities management.
  • Work with Harvard University IT to maintain up-to-date IT resources for ESS staff members including computers, email, SharePoint, the department website, and more.
  • Play a key role in fostering an inclusive work culture and community, overseeing employee recognition programs, planning events, managing communications, and ensuring office operations run smoothly.
  • Support ESS Executive Director with administrative tasks and special projects, as needed.

Basic Qualifications

  • BA / BS degree or equivalent experience
  • A minimum of five or more years of progressively responsible administrative, general management or other relevant experience

Additional Qualifications and Skills

  • Ability to work independently.
  • Effective and professional written and oral communication skills.
  • Strong attention to detail.
  • Exceptional organizational and multi-tasking skills.
  • Capable of navigating complex procedures and processes.
  • Ability to handle sensitive and confidential information with discretion.
  • Technically savvy, experienced in the use of office, HR, and Financial applications.
  • Effective collaborator, skilled in how to operate within a large, complex, and matrixed organization.

Working Conditions

Hybrid office environment: this position is based in Cambridge, MA and there is an expectation of 3-4 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

All formal written offers will be made by FAS Human Resources.

All applicants must submit a cover letter that specifically states the alignment of their professional experiences with the responsibilities of this position.

Pre-Employment Screening:  Education, Identity

Work Format Details

This is a hybrid position that is based in Massachusetts. Additional details will be discussed during the interview process. All remote work must be performed within one of the Harvard Registered Payroll States, which currently includes Massachusetts, Connecticut, Maine, New Hampshire, Rhode Island, Vermont, Georgia, Illinois, Maryland, New Jersey, New York, Virginia, Washington, and California (CA for exempt positions only). Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

About Us

Education Support Services (ESS) provides world-class audiovisual and instructional support, event and media production, training, and consulting services to faculty, staff, and students in the Faculty of Arts and Sciences (FAS).  The team supports the school’s mission by delivering premium technology offerings that enhance and creatively advance the teaching & learning environment.  ESS is comprised of six service groups: Teaching & Learning Support, Design & Engineering, Event & Media Production, Language Center, Assistive Technology Services, and Piano Technical Services.

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.

Job Function

General Administration

Department Office Location

USA - MA - Cambridge

Job Code

359057 Admin Dept/Program Admin

Work Format

Hybrid (partially on-site, partially remote)

Sub-Unit

Administration and Finance

Salary Grade

057

Department

Education Support Services

Union

00 - Non Union, Exempt or Temporary

Time Status

Full-time

Pre-Employment Screening

Education, Identity

Schedule

M-F 9-5 (35 hours/week)

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.

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