Reports to the Director of Administration for the Office of Undergraduate Education. Responsibilities include oversight of administration, human resources, and financial management support for the Program in General Education, Advising Programs Office, Accessible Education Office as well as the creation and oversight of office systems, practices, policies, and procedures for Gen Ed. Oversees, financial work of staff in all three offices. 50% of the position's time is devoted to the Program in General Education, with the other 50% being split evenly between the other two offices. All three departments serve all 6,700 Harvard College. In addition, Gen Ed supports a large number of faculty members and Teaching Fellows, AEO supports GSAS students; and APO interacts with a broad range of faculty and staff advisers.
Financial Management: Primarily responsible for all finances including oversight of the $2.75M+ operating budget and the $4M Gen Ed teaching budget.
Prepare and oversee annual office budgets;
Approve all reimbursements, payment requests/invoices
Respond to periodic financial inquiries from Harvard College or FAS finance office
Respond to annual stewardship inquiries from the Development office
Oversee all payments, reconciliations, and journal transactions processed by department staff
Provide budget guidance regularly and prepare directors for quarterly budget meetings
Human Resource Management: Primarily responsible for human resources (19.0 staff FTEs, approximately 70 academic FTEs) including recruitment and on-boarding, payroll, training, conflict management, performance management, etc.
Indirectly supervise workflow for coordinators and other administrative support staff in each office
Manage recruitment for any open staff positions from requisition/posting to on-boarding
Reconcile/track/oversee payroll and absences for staff
Provide support, training, and conflict management as needed
Oversee performance management and goals process, provide training and support
Oversee TF appointment process of the three course coordinators and troubleshoot any anomalies or complex appointments
Operations Management: Oversees all aspects of the offices and all facility—space, furniture, and equipment operations.
Manage staff roles and responsibilities; PeopleSoft, Asperin, Procurement, CREW, Midas
Oversee any maintenance and/or work order requests for entire suite processed by department staff
Oversee communication of any facility or construction messages as needed managed by Gen Ed administrative assistant
In coordination with RO dept. administrator, oversee shared space such as kitchens, conference rooms, etc...
Program in General Education Administrative Management: Serves as member of the Gen Ed senior staff and manages special projects and other duties as assigned.
Provides advice and support for director on key administrative issues including strategic management; personnel issues; and long term department goals.
Serves as liaison with Registrar's Office around issues related to 4th floor operations
Oversee front desk/customer service coverage and troubleshoots facility issues
Attends weekly staff and senior staff meetings
Propose, implement, and maintain office processes and policies
All formal written offers will be made by FAS Human Resources.
Salary Grade: 057
Union: 00 - Non Union, Exempt or Temporary
Bachelor's degree and five years administrative experience.
Administrative experience in an academic setting strongly preferred. Demonstrated supervisory, financial, organizational, budgetary, and oral and written communication skills. HR experience preferred. Capacity to work with, and resolve conflict among, personnel with different personal and work styles essential. Experience using technology to improve workflow in office environment; facility with word processing, spreadsheets and relational database packages.
Ability to set priorities, multi-task, and attention to detail essential. Capacity to function effectively in a collaborative and evolving office environment. Familiarity with Harvard College students, faculty, curriculum, and administrative systems extremely helpful. Ability to develop innovative solutions to complex problems. Planning and project management skills essential.
Ability to work independently as well as part of a team; ability to collaborate well with students, faculty and staff. Enthusiasm for the mission of undergraduate education. Entrepreneurial spirit and experience with program development a plus.
EQUAL OPPORTUNITY EMPLOYER: 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, 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. T...he 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.