Harvard University Administrator (N) in Cambridge, Massachusetts

45198BRAuto req ID:45198BRJob Code:405013 Administrator (N) Location:USA - MA - Cambridge Business Title:Research Programs AdministratorSub-Unit:------------ Appointment End Date:01-Apr-2020Salary Grade:056Time Status:Full-time Union:55 - Hvd Union Cler & Tech Workers Basic Qualifications:

  • Bachelor’s degree required

  • 4+ years’ experience in academic administration

  • Strong writing and oral communication skills; ability to synthesize information correctly and concisely in written form

  • Proficiency with Microsoft Office applications, particularly Word, Excel and PowerPoint

  • Proven project and/or program management skills

Additional Qualifications:

  • Master’s degree a plus

  • Knowledge of Harvard's financial systems is strongly preferred. Knowledge of financial accounting and budget preparation is helpful

  • Experience in higher education research administration strongly preferred

  • Demonstrated ability to work independently and manage multiple projects under deadline while establishing and maintaining effective working relationships with faculty, staff and sponsors

  • Attention to detail and thoroughness in completing assigned duties

  • Problem solver who can take initiative and set priorities while being flexible

  • Ability to be flexible and adapt to changing needs

  • Familiarity with social media, cloud-based applications, and willingness to learn new technologies

Additional Information:

  • This is a 2-year term position with the possibility of extension dependent on funding availability.

  • In order to be considered for this position, a well written cover letter along with a resume is required.

    Department:Research AdministrationPre-Employment Screening:Identity Job Function:Faculty & Student Services, Finance, General Administration, ResearchDuties & Responsibilities:

SUMMARY: Reporting to the Director of Research Administration, the Research Programs Administrator will be responsible for a range of complex administrative, financial and operational needs in support of research initiatives/activities at the Graduate School of Design (GSD). This includes serving as the key administrator for the Office for Urbanization (OFU) and administering other research-related activities at the GSD. This is a 2-year Term position with the possibility of extension depending on funding availability.

  • Working closely with the OFU faculty director, this person is responsible for creating and managing an integrated administrative workflow within OFU’s research agenda -- across all of its individual research projects and team members – which is primarily funded by sponsored grants and philanthropic gifts, from domestic and international funding sources. Serves as the primary point of contact for internal and external constituencies on all OFU administrative matters.

  • Working collaboratively with GSD offices – of the Dean, Executive Dean, Development, Research Administration, Finance, and Communications -- this information-facilitating role will create processes to streamline information flow between faculty Principal Investigators (PIs), sponsors and the GSD offices.

  • Coordinates scheduling and management of research project deliverables – monitors they are produced on time, conforms to GSD and Harvard policies, and are aligned with sponsor/donors' expectations.

  • Monitors financial expenses and reconciles accounts for research projects. Works closely with Finance Office to provide faculty PIs’ with financial analysis and forecasts; and develops quarterly and yearly projections of present and future research funding. Will process and coordinate student and temp payroll, reimbursements, invoices, credit card payments, travel arrangements & financial reports, internal and external vendor contracts.

  • Coordinates the advertisement, search, internal appointment and onboarding process for research assistants, research associates, post-doc fellows and other non-faculty academic appointments.

  • Works with faculty PIs’ to manage all communications, publicity and reporting within the university and outside, including drafting annual progress reports, executive summaries, press releases, publications dissemination, websites and social media strategy.

  • Manages daily operations of research activities including planning, coordination, and outreach for public and private events; schedules meetings and provides meeting support, including production of background materials and power point presentations, taking minutes and conducting follow-up; coordinates logistics for travel, meetings, and public events including making room reservations, managing invitations and guest lists, and staffing events as necessary.

  • Works with supervisor and faculty director to develop and implement more effective and efficient administrative workflows across the GSD OFU agenda.

  • Additional duties may include calendar management; routine administrative and clerical duties, such as filing, mailing, photocopying/scanning, organizing contacts, etc.

  • Other duties may be assigned.

School/Unit:Harvard Graduate School of Design 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.