OVERVIEW OF ADMINISTRATIVE FELLOWS PROGRAM Harvard University's Administrative Fellowship Program is one of the cornerstones of our diversity and inclusion efforts. We seek to attract talented professionals, and in particular members of historically underrepresented groups, to promote leadership opportunities and careers in higher education. The University encourages applications from individuals from diverse backgrounds and others who may contribute to the diversity of Harvard's leadership. To this end, the Administrative Fellowship Program offers a twelve-month talent management experience complemented by a professional development program. Please visit the program's website [https://hr.harvard.edu/administrative-fellows-program] for more details.
SUMMARY The Assistant Director of Administration, HPAC (Harvard Public Affairs and Communications) is a one-year term; full-time exempt position in HPAC reporting to the Managing Director of Administration and is responsible for the smooth operation of day-to-day activities for the department. This position is responsible for providing effective and cost-efficient technology, facilities, and administrative management services which ensure safe and well maintained physical and technological resources for the department. This role is also responsible for overseeing and developing systems and policies; enforcement and management of policies; and must have a demonstrated ability to work with colleagues from multiple disciplines
This role requires experience in the following areas; IT equipment and best practices, staff management, facilities management, budgeting, and customer service. This position manages variable staffing needs within budget constraints and must be creative and flexible while enforcing operating standards and university policies. The Assistant Director of Administration manages part of the administrative team at HPAC and oversees the day to day administration of HPAC's offices with an ability to manage multiple tasks/projects and deadlines and satisfy multiple constituencies. This position requires professionalism and a high level of organization serving as the principal administrative contact and liaison for internal and external department constituencies.
Responsible for effective staff management for a group or team of employees, including hiring and orientation, training and development, workflow and performance management, and the promotion of an inclusive and innovative work environment. The team is comprised of individuals supporting HPAC's communications, media relations, public affairs, and front desk operation functions;
Organizes, evaluates, and implements administrative systems and procedures organizing and leading necessary infrastructure of roles and responsibilities by maintaining updated department-wide procedures and contact sheets, along with important documentation of office processes and workflows;
Manages all issues related to telephones, computers, office supplies and office equipment purchasing, leasing and repairs. Maintains accurate inventory and tracking system of above-referenced equipment. Oversees maintenance and updates to departmental stationary, and business cards;
Supports and helps organize facilities-related requests and issues and acts as the principle administrative contact and liaison with internal and external stakeholders for HPAC (including, but not limited to, Harvard Real Estate Services (HRES), Harvard University Information Technology (HUIT), Telecom, Harvard Phone, and various external vendors);
Responsible for planning, organizing, and executing HPAC departmental events, including in-person, virtual, and hybrid events;
Supports new hires, on-boarding and off-boarding of employees. Helps plan and facilitate office moves, works with staff to implement procedures to keep common areas organized and neat, updates and maintains facilities policies and procedures;
Evaluates departmental procedures and systems; recommends improvements with colleagues across Central Administration including, but not limited to, Central Finance & Administration, HUIT, HRES, Harvard Phone, Central Procurement, and various external partners and vendors;
Leads the HPAC Administrative Team meetings and other internal and external meetings and working groups as assigned by the Managing Director. The position may represent HPAC at Central Finance & Administration Collaboration Councils and/or participate in cross-CADM workgroups and committees;
Work with Central Finance to review monthly expenditures, evaluate areas of inefficiency, tracks spending on specific expense categories, and make recommendations to improve budget performance.
The above covers the most significant responsibilities of the position. It does not, however, exclude other duties, the inclusion of which would be in conformity with the level of the position.
*This position is one-year term appointment.
BA/BS or equivalent plus a minimum of four years full-time work experience. Ability to lift a maximum of 45 to 50 pounds is required for this position.
Additional Qualifications and Skills
Supervisory experience in customer service setting preferred
Knowledge of Microsoft Office Suite, Adobe CC, email and web browser software, database applications and Oracle applications;
Advanced knowledge of information technology needs and facilities management in the workplace;
Excellent interpersonal, verbal, and written communication skills. Demonstrated ability in personnel supervision, facilities management, and the recruitment and retention of key personnel.
Ability to work with staff and volunteers from civic groups, professional organizations and from across departments across Harvard.
A record of success including strong team work, good judgment, flexibility, customer-service orientation, diplomacy, and ability to initiate creative solutions to problems. Interest and experience working in diverse communities;
Ability to successfully multi-task, strong organizational skills, and attention to detail.
Experience with Harvard financial systems a plus.
An even disposition and the ability to deal effectively and politely with all people from all types of backgrounds; must be organized and detailed oriented, and have the ability to handle multiple projects and handle difficult situations.
ADMINISTRATIVE FELLOWS PROGRAM REQUIREMENTS On your cover letter, please write a Statement of Purpose/Interest that briefly describes your professional and academic interests as related to employment with Harvard University, and more broadly, the field of Higher Education and how participation in the Administrative Fellowship Program can help advance these interests. Be sure to explain:
1. Why you are seeking a Fellowship 2. What you hope to gain from the experience 3. How you might contribute to the hiring department
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.
Hybrid (partially on-site, partially remote)
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.
Harvard University is devoted to excellence in teaching, learning, and research, and to developing leaders in many disciplines who make a difference globally. The University, which is based in Cambridge and Boston, Massachusetts, has an enrollment of over 20,000 degree candidates, including undergraduate, graduate, and professional students. Harvard has more than 360,000 alumni around the world. The University has twelve degree-granting Schools in addition to the Radcliffe Institute for Advanced Study, offering a truly global education. Established in 1636, Harvard is the oldest institution of higher education in the United States.