Department Administrator | Harvard University Faculty of Arts and Sciences - Military Veterans

Job Summary The Office for Equity, Diversity, Inclusion, and Belonging at Harvard's Faculty of Arts and Sciences (FAS OEDIB) is seeking a Department Administrator (DA). Reporting to the Associate Dean, the DA provides broad operational support for the EDIB Office and will undertake a broad range of activities, including managing relationships with key stakeholders across the FAS, operationalizing the FAS OEDIB internal practices (e.g., resource development, internal staff retreats, processes and practices to address internal needs- policy for vacation requests, etc.), building infrastructure for the unit (website, visual signage, office management) and the ongoing assessment and reporting of DIB activities within the FAS. The position supports all administrative and financial activities including budgeting, space planning, IT, human resources, recruiting, internal communications, event coordination and logistics, and staff support, including the facilitation of effective project management across team portfolios. Supporting a complex EDIB operation in the largest school within the University, the DA will serve as a resource to the Associate Dean on a variety of organizational and operational issues. Partnering with the entire FAS OEDIB team, the DA will provide administrative support to EDIB projects and initiatives that support the priorities and mission of both the FAS OEDIB and the FAS. The DA will provide operational leadership for the internal planning processes and internal administrative priorities (e.g., human resources, financial policies/practices, team retreat planning and logistics, etc.). As a member of the FAS OEDIB Team, the DA will advise the Associate Dean, providing proactive, comprehensive administrative leadership and forecasting to strategic administrative and operational priorities. Position Description Operations Provides overall office management, human resources, and financial administration for the FAS OEDIB; Works with contacts in the Physical Resources Office for all building-related issues, including repairs, maintenance, and refurbishing as needed; Works with the Associate Dean and FAS OEDIB Team to provide operational support for the internal strategic planning processes and internal priorities for FAS EDIB. Works with the EDIB Coordinator to address internal staff needs, order supplies, and provide logistical support to the FAS EDIB Team Partners with the EDIB team on special event planning, logistics, promotion, and expense reconciliation. Serves as primary contact for FAS Human Resources (FAS HR). Manages office-level HR actions for staff, oversees staff relations, drafts job descriptions, recruits (in partnership with FAS HR), manages HR computer/digital interfaces, processes and/or approves necessary HR transactions. Onboards/trains new employees (student employees and professional staff), works with FAS HR Compensation to determine staff salaries, and analyzes and communicates compensation data as necessary. Engages in university-wide training and personal/organizational professional development. Serves as primary contact for FAS Finance. Works with the FAS OEDIB Team and FAS Finance to develop the departmental budget; monitors spending, approves financial expenditures and produces monthly reports. Develops and implements internal practices and procedures for effective administration of the department. Works in collaboration with the FAS Communications team, Associate Dean of FAS EDIB, and FAS EDIB senior leadership to coordinate logistics and distribution of communications from the FAS OEDIB to the FAS community including newsletters, website content, messages from the FAS OEDIB Associate Dean, and storytelling through campus communications platforms. Manages office IT needs (such as setting up emails, getting access to systems, upgrading equipment as needed, and managing SharePoint for the office). Administrative Support Provide operational support for the FAS OEDIB staff, and provide administrative support, as appropriate, to the portfolio of projects and initiatives led by FAS OEDIB. Creates the systems and infrastructure needed to support efficient administrative operations and ensure compliance with all applicable university and departmental policies and procedures. Partners with the Associate Dean to support the FAS EDIB team in managing competing priorities and ensuring operational effectiveness. Coordination of the FAS OEDIB Team In close consultation with the Associate Dean, provides operational support to the FAS OEDIB Team. Collaborates on team meeting agendas. Ensures effective communication across the team; identifies and helps resolve team issues or concerns; plans logistics for meetings and retreats; and in partnership with the Associate Dean, works to create and maintain a healthy, inclusive, and positive work culture that engenders trust and open feedback Basic Qualifications Bachelor's degree At least 5 years of experience in general management, administration, financial management, and organizational development Additional Qualifications and Skills The following Additional Qualifications are strongly preferred. If you meet some, but not all, you are still encouraged to apply; we value employees willing to learn. Experience strategically assessing priorities, managing change, and effectively juggling multiple complex activities in a time-sensitive environment; Proven track record of developing partnerships with key stakeholders within and outside the organization; Experience developing and executing strategies to achieve short and long-term goals; Ability to successfully navigate in a large, complex, and networked organization; Experience working with multicultural and/or international colleagues and work environments; Experience working with diverse constituencies of various backgrounds (ethnic, racial, social, cultural, economic, and educational, etc.) to interact with all members of the University community effectively; Experience developing trusting long-term relationships with constituents and creating and maintaining a team culture; Exceptional written, organizational, and communication skills, and the ability to adapt to a dynamic and fast-paced environment; Energy, curiosity, a positive mindset, and resourcefulness. Physical Requirements Sitting using near vision use for reading and computer use for extended periods of time Working Conditions Work is performed in an office setting. 0% Travel Requirements. Hybrid office environment; This position is based in Cambridge, MA and there is an expectation of at least 3 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 A cover letter is encouraged as part of your application. We regret that we are unable to provide visa sponsorship for this position. All formal offers will be made by FAS Human Resources. Benefits We invite you to visit Harvard's Total Rewards website (