Department Administrator

Department Administrator

locationUnited States
PublishedPublished: 4/18/2024
Full Time


Department Administrator

Faculty of Arts and Sciences


Job Summary

Reporting to the Chair of the Linguistics Department, with a dotted line to the Administrative Dean for the Arts & Humanities, the Department Administrator serves as the administrative, human resources, sponsored research, and financial director for a complex and expanding department and evolving sponsored research program, as well as manager of the undergraduate and graduate program for significant student activities. 

Position Description

Specifically, the position is responsible for the following activities:

10% - Departmental Management: Create and administer department systems, practices, policies and procedures that span and satisfy the requirements of FAS.

10% - Divisional Support: Serve as the senior administrative contact for Linguistics for answering inquiries, complaints, and/or resolving problems for faculty, students and staff across Harvard, and serving as the liaison with the Academic and Administrative Dean’s offices, GSAS, the Undergraduate Dean’s Office, IT and Education Support Services, the International Office, payroll, finance, Human Resources, Physical Resources and others concerning teaching/faculty appointments, finance, and general administrative management.

20% -Financial: Oversee and be fully accountable for all financial operations, including setting and managing budgets, forecasting expenditures, and approving purchases, faculty and student reimbursements, and honoraria.  Also responsible for approving payroll and resolving discrepancies, managing faculty accounts, upholding donor terms for endowed funds, and serving as point-of-contact for all financial and operational policies and procedures.

10% - Faculty Affairs: Oversees all procedures related to faculty searches, promotions, and coordination of faculty and teaching appointments. 

10% - Human Resources: Responsible for the strategic recruitment, hiring, training, performance management and professional development of 1 coordinator, 1 staff assistant, student workers and other employees from time to time. 

20% - Student Program: In partnership with graduate student coordinator, counsel/advise students/staff/others on matters related to program requirements, curriculum, theses and degree recommendations.  Maintain course catalog and offerings. Field/handle front line inquiries from current students regarding concentration needs, monitor student progress and advise students on program requirements, and work with student coordinators to address individual student issues. 

10% - Events Planning: Plans, coordinates the logistics for, and oversees all conferences and other special events organized on behalf of the faculty.

10% - Senior Advisor to Chair: Counsel/advise the Chair and departmental leadership on policies and procedures related to teaching faculty on academic and administrative policies.  Coordinate faculty searches and tenure reviews.  In consultation with chair, prepare department meeting agenda, and prepare reports, interpret, analyze and present data and recommendations for the Chair.  Attend, write minutes, and executive follow ups from department meetings; lead miscellaneous tasks, such as responding to surveys and provide data and support for the chair and other faculty members as needed.

Basic Qualifications

Bachelor’s degree or equivalent experience with five years of academic administrative experience required, including supervisory experience and financial management skills.

Additional Qualifications and Skills

Harvard experience preferred. Strong written and verbal communications skills, computer skills, and attention to detail crucial. Ability to work with a variety of constituents with tact and discretion. Demonstrated financial and budget management experience required, knowledge of Harvard financial systems, HTML and Dreamweaver desirable.

Additional Information

We regret that we will not be able to provide visa sponsorship for this position.

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

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.


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)


Arts and Humanities

Salary Grade





00 - Non Union, Exempt or Temporary

Time Status


Pre-Employment Screening

Education, Identity


This position will be primarily on-site. Remote flexibility will be based on days ASL courses and events are not in session.

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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