|Reporting to the Dean of Freshmen, the Department Administrator is responsible for the overall strategic management of the administrative and financial operations of the Freshman Dean's Office. Collaborates with members of the FDO senior staff, students, and College offices to identify and prioritize administrative and programming needs. |
Administrative: Develops administrative systems, programs, and policies to meet needs. Performs background research and prepares materials for meetings related to projects and strategic initiatives of the Dean. Coordinates logistics for major undertakings and complex events of the FDO, including freshman orientation (Opening Days) and residential staff (Proctor) recruitment and orientation. Collaborates with Campus Services/ID Services to collect first-year student ID photos in summer. Represents the FDO on various College working groups such as the Placement Exams and Calendar of Opening Days committees, and acts as the liaison to other College and University departments, including Administration and Finance, Admissions, Advising Programs, FAS Registrar's Office, Harvard University Dining Services, Harvard University Information Technology (HUIT), Office of Student Life (OSL), and the Office of Physical Resources and Planning (Yard Operations).
Management: Directly supervises four support staff including assignment and oversight of tasks and projects. In this regard, the Administrator holds weekly one-on-one meetings with direct reports and coordinates a weekly support staff meeting.
Human Resources: Manages all human resources activities for the FDO including recruitment (Aspire), hiring (ASPerIN), leaves of absence and staffing during interim periods, training, biweekly payroll (PeopleSoft), ePerformance, and attending biweekly College HR meetings. Coordinates bi-annual file cleaning day for destruction of confidential materials.
Finance: Using annual University and College budget guidance, sets and maintains the annual fiscal budget. Regularly advises the Dean of Freshmen on budgetary matters, high-level spending, and multi-year budget planning. Prepares for and attends first and third fiscal quarter meetings. Meets regularly with members of the programming staff and pre-orientation directors for the purpose of budget tracking and reconciliation. Manages the FDO's financial processes including, but not limited to: purchasing card transactions, invoice and reimbursement processing, gift management, declining balance card management and payments, supply procurement, additional payments, and honoraria.
Housing: Manages housing data and bed counts by setting annual admissions target for the freshman class; serves as a liaison to the Director of Admissions. Sets annual summer operations calendar for housing process and roommate notifications. Plans and attends annual meeting with Accessible Education Office to accommodate needs of incoming class. Manages content for and responses to annual housing questionnaire. Maintains StarRez, an information management system, for data related to rooms, freshmen, and proctors. Runs queries and reports from various databases (StarRez, Freshman Forms, and Microsoft Access) for various College and University offices.
Communications: Oversees production of all publications of the FDO including the Guide to the First Year at Harvard for Students and Their Families, Calendar of Opening Days, Community Conversations, and Convocation program. Edits the weekly freshman newsletter (Yard Bulletin). Maintains text content on the FDO website. Responsible for developing a strategic communication plan for incoming and first-year students by collaborating with the Director for Communication Strategy. This includes managing the FDO's Mailchimp account and regularly sending out communications from the Dean of Freshmen and others to the class email list.