Harvard University Department Administrator in Cambridge, Massachusetts
Auto req ID 42288BR
Business Title Department Administrator
School/Unit Faculty of Arts and Sciences
Location USA - MA - Cambridge
Job Function General Administration
Time Status Full-time
Schedule Monday through Friday, 9:00 am to 5:00 pm
Department Freshman Dean's Office
Salary Grade 057
Union 00 - Non Union, Exempt or Temporary
Duties & Responsibilities Reporting to the Dean of Freshmen, the Department Administrator is responsible for the overall strategic management of the administrative and financial operations of the Freshman Dean's Office. Collaborates with members of the FDO senior staff, students, and College offices to identify and prioritize administrative and programming needs.
Administrative: Develops administrative systems, programs, and policies to meet needs. Performs background research and prepares materials for meetings related to projects and strategic initiatives of the Dean. Coordinates logistics for major undertakings and complex events of the FDO, including freshman orientation (Opening Days) and residential staff (Proctor) recruitment and orientation. Collaborates with Campus Services/ID Services to collect first-year student ID photos in summer. Represents the FDO on various College working groups such as the Placement Exams and Calendar of Opening Days committees, and acts as the liaison to other College and University departments, including Administration and Finance, Admissions, Advising Programs, FAS Registrar’s Office, Harvard University Dining Services, Harvard University Information Technology (HUIT), Office of Student Life (OSL), and the Office of Physical Resources and Planning (Yard Operations).
Management: Directly supervises four support staff including assignment and oversight of tasks and projects. In this regard, the Administrator holds weekly one-on-one meetings with direct reports and coordinates a weekly support staff meeting.
Human Resources: Manages all human resources activities for the FDO including recruitment (Aspire), hiring (ASPerIN), leaves of absence and staffing during interim periods, training, biweekly payroll (PeopleSoft), ePerformance, and attending biweekly College HR meetings. Coordinates bi-annual file cleaning day for destruction of confidential materials.
Finance: Using annual University and College budget guidance, sets and maintains the annual fiscal budget. Regularly advises the Dean of Freshmen on budgetary matters, high-level spending, and multi-year budget planning. Prepares for and attends first and third fiscal quarter meetings. Meets regularly with members of the programming staff and pre-orientation directors for the purpose of budget tracking and reconciliation. Manages the FDO's financial processes including, but not limited to: purchasing card transactions, invoice and reimbursement processing, gift management, declining balance card management and payments, supply procurement, additional payments, and honoraria.
Housing: Manages housing data and bed counts by setting annual admissions target for the freshman class; serves as a liaison to the Director of Admissions. Sets annual summer operations calendar for housing process and roommate notifications. Plans and attends annual meeting with Accessible Education Office to accommodate needs of incoming class. Manages content for and responses to annual housing questionnaire. Maintains StarRez, an information management system, for data related to rooms, freshmen, and proctors. Runs queries and reports from various databases (StarRez, Freshman Forms, and Microsoft Access) for various College and University offices.
Communications: Oversees production of all publications of the FDO including the Guide to the First Year at Harvard for Students and Their Families, Calendar of Opening Days, Community Conversations, and Convocation program. Edits the weekly freshman newsletter (Yard Bulletin). Maintains text content on the FDO website. Responsible for developing a strategic communication plan for incoming and first-year students by collaborating with the Director for Communication Strategy. This includes managing the FDO’s Mailchimp account and regularly sending out communications from the Dean of Freshmen and others to the class email list.
Basic Qualifications Bachelor’s degree and five years of progressively responsible management, financial, and administrative experience in a fast-paced, complex office environment.
Additional Qualifications Master’s degree preferred. Experience with relational database design and management, including development of queries and reports. Demonstrated ability to relate to individuals at all levels with poise and diplomacy; ability to triage and set priorities, perform multiple tasks simultaneously, display discretion when working with highly confidential issues, and work under pressure. Demonstrated ability to take initiative, organize, prioritize, and manage conflicting goals and agendas. Dedicated team player with strong customer service orientation. Strong written and verbal communication skills; project management background a plus. Proficiency in Microsoft Word, Excel, and Access.
Additional Information The Freshman Dean’s Office (FDO) is responsible for all aspects of the first year at Harvard College as students make the transition from home and high school into a new and diverse community. Harvard is proud of its unique residential system, one which places freshmen in and around the Yard—the historic and geographic center of the College—and which provides them a close network of peers and advisers.
Programming: With key members of the FDO, either manages or indirectly oversees the Proctor Social Committee, the annual Freshman Awards selection process, student-faculty interaction (e.g. faculty innovation events), and the Freshman Host Family Program.
Information Technology: Serves as first contact for all IT matters within the FDO. Serves as project manager within office and liaison with HUIT for hosted web applications (freshman housing application, proctor application).
Physical Resources: Oversees upkeep of and improvements to the freshman dorm common rooms. With the Director for College Programs and Student Development and members of Yard Operations, manages logistics for student move-in.
Advising: Serves as the staff point person for both the first-year members of the Undergraduate Council (UC) and Freshman Register (part of Harvard Yearbook). For the UC, trains members on University finances, attends monthly meetings, steers successful completion of projects, and tracks annual budget. For the Register, coordinates yearly meeting and ensures the collection of photos from incoming students for the publication.
All Final Offers are made by FAS HR.
Please submit your cover letter and resume in one document when you upload your resume.
Pre-Employment Screening Criminal
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 or any other characteristic protected by law.