Administrative Operations Manager

22-Jan-2024

Harvard Medical School

64840BR

Job Summary

As the Administrative Operations Manager, you will play a pivotal role in overseeing the seamless functioning of the Office for Diversity Inclusion and Community Partnership (DICP). This includes operations in managing human resources, IT, telecommunications, facilities, and events coordination. Collaborating closely with the Director of Administration and Finance, you will contribute to budget development and ensure financial resources align with policies and program needs. With a team of 2 direct reports, you will be a key player in maintaining the efficiency and effectiveness of our operations.

Position Description

Key Responsibilities:

Human Resources:

• Collaborate with program managers and HR personnel to create job descriptions.
• Coordinate and participate in the recruitment process, including scheduling and conducting interviews.
• Oversee hiring and onboarding processes for various roles.
• Manage consultants’ contracts and agreements in liaison with HR and HMS affiliates.
• Handle payroll and ETad updates.
• Assist in developing the annual operational budget.
• Contribute to performance management and planning meetings with HR personnel.

Finance:

• Effectively manage operating budgets, analyzing and forecasting funds.
• Review and approve departmental expenditures.
• Supervise the DICP Finance Associate.
• Assist in grant proposal preparation and reporting alongside the DAF and DICP leadership.

Facilities:

• Manage physical infrastructure, including office and shared spaces.
• Collaborate with DICP staff to identify and secure internal and external spaces for programming.
• Act as the point of contact for HMS facilities and custodial offices for building management and maintenance.
• Coordinate with program managers for event support.

Information Technology:

• Oversee inventory and maintenance of technology, including computers and tech-enabled resources.
• Act as the point of contact for IT-related matters.

Program/Event Supervision and Support:

• Supervise and contribute to developing and implementing 2-3 DICP-sponsored programs/events.
• Provide support to DICP teams for events.
• Supervise the DICP Program Coordinator.

Other Responsibilities:

• Prepare documentation for DICP and HMS capacities related to personnel, facilities, etc.
• Contribute to the preparation of the DICP annual report.
• Fulfill reporting requirements for HMS and the University.
• Collaborate with DICP Communications for timely updates and new initiatives.

Basic Qualifications

• Bachelor’s degree or equivalent work experience required
• Minimum of 5 years’ relevant work experience

Additional Qualifications and Skills

• Strong interpersonal, communication, and organizational skills.
• Leadership and management experience.
• Proficiency in administration, operations, and project management.
• Ability to work effectively with a team and execute complex plans.
• Adaptability to ongoing changes.
• Demonstrated sensitivity to cultural differences.

Additional Information

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.

Please note that we are currently conducting a majority of interviews and onboarding remotely and virtually. We appreciate your understanding.

The Harvard Medical School is not able to provide visa sponsorship for this position.

Not ready to apply? Join our talent community to keep in touch and learn about future opportunities! ( https://www.gem.com ?formID=16341e35-cbc6-4904-88a3-09b35763307e)

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

359057 Admin Dept/Program Admin

Work Format

Hybrid (partially on-site, partially remote)

Department

Diversity Inclusion and Community Partnership

Union

00 – Non Union, Exempt or Temporary

Pre-Employment Screening

Criminal, Education, Identity

Commitment to Equity, Diversity, Inclusion, and Belonging

We are committed to cultivating an inclusive workplace culture of faculty, staff, and students with diverse backgrounds, styles, abilities, and motivations. We appreciate and leverage the capabilities, insights, and ideas of all individuals. Harvard Medical School Mission and Community Values

https://hms.harvard.edu/about-hms/campus-culture/mission-community-values-diversity-statement

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.

LinkedIn Recruiter Tag (for internal use only)

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