Assistant Director of Administration and Operations

06-Nov-2024

Assistant Director of Administration and Operations

Faculty of Arts and Sciences

67298BR

Job Summary

This position provides key management and administrative support to the Anthropology Department in three signficant areas: supervision of the three program assistants, faculty affairs, and financial administration with a focus on sponsored programs.  The position has significant independence but will ultimately work closely with and at the direction of the Director of Administration and Operations.

Position Description

First-line supervision of the three grade 53 program assistants (two in Social Anthropology and one in Archaeology).

-Provide guidance and oversight in their day-to-day and long-term responsibilities, and specific guidance in accordance with FAS and University policies as well as departmental practices, for their work in financial processing and budget reporting and other job responsibilities

-Set deadlines, review and approve work/system submissions, check for accuracy, monitor productivity

-Mentor these staff, suggest training and development opportunities to align with departmental and career goals, and review and discuss their goals and performance management in the PeopleSoft system, as part of the ongoing year-long performance management process.  Partner with the DAO as needed throughout this process.

Financial and Sponsored Programs Administration

-With the DAO, oversight and approval for Concur and B2P financial processes and other financial transactions.

-Prepare (and/or supervise the preparation of) varied financial reports on faculty, grant, and departmental budgets; analyze and identify discrepancies

-Ensure compliance with University policies and procedures and applicable legal rules and regulations for FAS and sponsored budgets, and act as a liaison between department and grant-related FAS and University offices; also liaise with other finance and accounting offices as needed

-Connect constituents with appropriate FAS and HU support for approval of proposals and appropriate reporting back to agencies for received grants; remind consituents of deadlines and policies.

-Review and approval final reports as requested by OSP

-Maintain knowledge of grant-related policies via trainings, refreshers, and regular interaction with appropriate offices

-Create and maintain a departmental database of active grants, PIs, end dates, and deadlines for reporting.  

-Assist DAO with budgeting and financial planning, developing budgets and reports for Department, FAS, and Central.

Faculty Affairs

-Primary responsibility for the administrative aspects of ladder and non-ladder faculty searches and reviews; primary administrative organizer and support for faculty affairs committees, providing direction and guidance on timelines, policies, and procedures.

-Serves as liaison with Office of Faculty Affairs, especially on faculty searches and reviews.

-Ensures faculty committees are aware of best practices for searches and reviews

-With support from other staff, oversees the organization of committee meetings, candidate visits, visit schedules, A/V, advertising and promotion, graduate student involvement

-Provide data for the case statement as needed, collect faculty votes, assemble dossiers, and liaises with Faculty Affairs as needed for the submission of search case statements or review documents.

-Maintain Departmental database on faculty FTEs, reappointment dates, end dates, and timing of faculty leaves to assist in overall curricular and program planning.

Back up and assistance to DAO

-Act as backup to the DAO during absences, reviewing and approving payroll and overall departmental financial transactions when DAO is out of the office

-Assist DAO with planning and implementing policy changes, responding to FAS and University policy and procedure updates, and long-term planning for the department

Basic Qualifications

Bachelor's degree or equivalent work experience required.  Minimum of three years relevant work experience.

Additional Qualifications and Skills

Previous supervisory experience preferred.

Physical Requirements

Occasional lifting of files, paperwork, or laptop (20 pounds or less)

Working Conditions

Work is performed in an office setting, primarily on-campus, with an office in the Tozzer Anthropology Building.

Often sitting using near vision for reading and computer use for extended periods of time.

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 HR.

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.

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

405012 Admin Professional (N)

Work Format

Hybrid (partially on-site, partially remote)

Sub-Unit

Social Sciences

Salary Grade

056

Department

Anthropology

Union

97 - Non-Union,Statutory Supervisor

Time Status

Full-time

Pre-Employment Screening

Criminal, Education, Identity

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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