Department Administrator

15-Oct-2024

Department Administrator

Harvard School of Dental Medicine

67147BR

Job Summary

The Department Administrator (DA) provides administrative leadership to the Department of Oral Medicine, Infection and Immunity (OMII); serves as an administrative assistant, strategic partner and advisor to the Chair and keeps them informed as appropriate; and ensures the efficient management of all administrative functions, including personnel, budget and finance, grants management, departmental policy development and implementation, program management, academic appointments and related human resources functions in support of departmental and School-wide initiatives.

Position Description

• The DA serves as the main point of contact and liaison for the department, and troubleshoots departmental issues and resolves problems for students, faculty, staff and post docs across three labs, and four programs/divisions. This position must also proactively anticipate the future needs of the department and labs (fiscal needs, staff changes, and daily operating needs) to ensure smooth functioning. The DA also contributes to the strategic planning efforts for the department as well as the programs.
• The DA is responsible for directly managing the department’s budgets and its four program/division budgets. This includes: developing budgets, making budget projections, forecasting budget surpluses and deficits, signing off on transactions, allocating resources between budget lines, reconciling of budgets and monitoring spending throughout the year. The position also manages the payment of all invoices for the department of OMII as well as its four respective programs/divisions. The DA is also responsible for managing all incoming monies by assuring funds are accounted for and deposited into appropriate accounts.
• The DA serves as the human resources contact for department personnel, HSDM HR and HUCTW as appropriate. Collaborates with appropriate staff on policy interpretation; develops policies, processes and procedures to improve departmental operations; negotiates and address issues with vendors and sponsors over terms of agreements; and creates and drafts policy memos as needed.
• Oversees departmental support staff including responsibilities of hiring, evaluation, development, performance management, and termination within the parameters of Harvard, HSDM, and collective bargaining agreements. 
• Manages all OMII appointments and re-appointments (including clinical, research and affiliate) from visiting pre-undergraduate students up to full professors. Oversees all promotions, including pre-promotion assessment, calls for letters, drafting of promotion dossier and management of the promotions process. Develops and oversees all searches, including position requests, advertisements, search procedures and processes, and interviews. He/she also manages on-boarding and off-boarding for department personnel.
• Leads, manages and prepares all required materials for visa processing.
• The Department Administrator manages pre-award grant submissions for PIs. Acts as the liaison between the PI and the grants team to ensure all documents are completed as required and are done so in a timely fashion. Works with faculty on managing grant and gift awards, monitors spending throughout the year, and collaborates with the grants team in Administration and Finance on post-award set up and grant management (required annual fiscal reports and work product updates).
• The DA partners with other departments throughout the School to complete responsibilities related to department, and works closely with School personnel to ensure compliance with state and federal laws as well as Harvard policies.  
• Additional responsibilities include but are not limited to calendar management, extensive travel arrangements, planning and managing departmental events and managing various faculty special projects as needed.
• Contributes to a culture of inclusivity and respect. 
• Performs other related duties as assigned or requested.

Basic Qualifications

• Bachelor’s degree or equivalent work experience required
• Minimum of 3 years’ relevant work experience
• Strong computer skills and proficiency in Microsoft Applications and web-based applications. 
• Ability to successfully pass a comprehensive background check at hire.

Additional Qualifications and Skills

• Master’s degree preferred. 
• Must possess the capacity to calmly deal with a diverse constituency, competing priorities, frequent interruptions and regular changes.  
• Exceptional organizational skills, the ability to use independent judgment and discretion, and the capacity to multi-task and be proactive are necessary. 
• Also important are attention to detail, strong communication skills and interpersonal skills. Harvard experience and grant administration experience are advantages. 
• Prior supervisory experience is strongly preferred.

Physical Requirements

• Work is performed in a typical office setting
• May be required to sit and/or stand for long periods of time. 
• This position may require spending time in the clinical/lab areas. 

Working Conditions

• The primary work location for this position is Boston, MA.  Per the University payroll policy all work (including remote) must be performed in a state in which Harvard is registered to do business.  In order to be on Harvard payroll, you must reside in a University payroll registered state. 
• 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.
• Harvard School of Dental Medicine cannot offer visa support or work permission for this opportunity. 

Additional Information

Compensation Range (annual compensation):  Salary is based on related experience, expertise, and internal equity.  Generally new hires can expect compensation between the minimum and midpoint of the range.

Minimum            $68,100
Midpoint             $89,800
Maximum           $111,500

Work 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.

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.

Job Function

General Administration

Department Office Location

USA - MA - Boston

Job Code

359056 Admin Dept/Program Admin

Work Format

Hybrid (partially on-site, partially remote)

Sub-Unit

------------

Salary Grade

056

Department

Department of Oral Medicine, Infection and Immunity (OMII)

Annual Salary Range

90,000.00

Union

00 - Non Union, Exempt or Temporary

Time Status

Full-time

Pre-Employment Screening

Criminal, Education, Identity

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.

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