Job Information
Harvard University Department Administrator in Cambridge, Massachusetts
66654BRAuto req ID:66654BRJob Code:359057 Admin Dept/Program Admin Department Office Location:USA - MA - Cambridge Business Title:Department AdministratorSub-Unit:------------ Salary Grade (https://hr.harvard.edu/salary-ranges#ranges) :057Time Status:Full-time Union:00 - Non Union, Exempt or Temporary Basic Qualifications:Bachelor’s degree with a minimum of five or more years of progressively responsible experience in finance, operations and/or administration.Additional Qualifications and Skills:Strong organizational skills. Superior interpersonal skills with proven ability to successfully interact and collaborate with varied constituencies in a professional manner, exhibiting excellent written and oral communication skills, team-building skills, and demonstrating tact, poise and diplomacy. Demonstrated ability to cultivate relationships and work collaboratively with all levels of staff. Proven record of outstanding service orientation. Ability to initiate, collaborate, implement, monitor, evaluate, and advance strategic plans that contribute to the overall goals and objectives of a team. Supervisory experience preferred.
Key Competencies:
Solid business acumen.
Demonstrated ability in navigating large or complex institutions such as a university.
Ability to engage, inspire and influence people.
Ability to work productively and without supervision in a team environment.
Strong interpersonal, communication, and client service skills.
Ability to develop clear, actionable steps in support of an overall business strategy.
Knowledge of financial policies and processes.
Demonstrated ability to work in an environment where confidential information is present and protected against disclosure by appropriate federal and state statutes.
Demonstrated ability to handle and safeguard sensitive information that may arise in legal matters, such as financial data, personnel files, and information pertaining to business operations.
Demonstrated ability to understand and assess complex issues, analyze programs and activities, and recommend necessary actions where appropriate.
Additional Information:
Please note that Harvard University cannot provide Visa Sponsorship or Work Authorization for this position.
This position involves a hybrid work schedule (currently three days onsite/two days remote). The Office of the General Counsel may alter this schedule as the office’s needs and circumstances change. Employees must be willing to commute to the office in Cambridge as required. All remote work must be performed in a state in which Harvard is registered to do business.
Due to the confidential nature of the information to which the candidate will have access, a background investigation will be required.
Department:Office of the General CounselPre-Employment Screening:Credit, Criminal, Education, IdentityJob Function:General Administration Position Description:Harvard University’s Office of the General Counsel is responsible for all legal work in furtherance of Harvard’s teaching and research mission. The Office strives to render timely and thoughtful advice on the broad range of legal issues that Harvard leadership, administrators, and faculty confront in their work on behalf of the University. The Office is organized on the model of a small law firm, comprising of 18 attorneys with experience in private practice, higher education, and government, who are both generalists capable of handling a wide variety of legal matters and specialists with expertise in key areas. The Office embraces a team culture, collaborating and consulting with their colleagues and with outside counsel as appropriate.
Reporting to the Deputy General Counsel, this position is responsible for managing the day-to-day administrative and financial operations for the Office of the General Counsel (OGC).
Job-Specific Responsibilities:
Manages a team of six administrative staff to ensure robust support of OGC’s mission; also works with OGC senior staff to identify and implement improvements and with other Harvard offices as needed.
Helps address the administrative needs of the attorney staff and helps keep the OGC running smoothly.
Prepares and manages the OGC budget, finances, and multi-year plans; builds custom financial reporting tools; oversees spending, policies, and approvals.
Oversees the OGC’s legal billing operations, including managing the workflow of a team of four administrative staff responsible for billing functions.
Collaborates with Central Finance & Administration (CF&A) to implement policies and ensure compliance with University, legal, and contractual requirements.
Oversees orientation and onboarding of new employees, temporary staff, and interns.
Oversees the regular monitoring and auditing of paid time off and internal records.
Responsible for IT-related operations in OGC, including liaising with Administrative Technology Services and others in Harvard University Information Technology for help desk issues, OGC’s electronic docket and document management systems, computer refreshes and upgrades, implementation of new applications, etc.
Serves as member of the Local Emergency Management Team, responsible for business continuity, emergency management plans, and disaster recovery issues.
Works with legal staff to provide input for risk assessments and compliance programs.
Conducts business needs assessments, drafts business plans, identifies new vendors, and manages contracts in collaboration with OGC senior staff.
Works with Human Resources (HR) Director and the HR team on issues including performance management, strategic HR initiatives, and headcount requests.
Oversees all administrative operations, including space and facilities management, office systems, purchasing, facilities, and records management and retention, in collaboration with OGC senior staff.
Act as a member of the Activities Committee, managing and budgeting for in-office and off-site events.
Performs other duties and manages other projects as assigned or necessary.
School/Unit:Office of the General Counsel 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.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.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.
Work Format:Hybrid (partially on-site, partially remote) LinkedIn Recruiter Tag (for internal use only):#LI-RT1Work 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.