Assistant Director of Administration

19-Jan-2024

Harvard T.H. Chan School of Public Health

64827BR

Job Summary

The Department of Environmental Health is a robust academic department focused on research and teaching. Our students and faculty are passionate about making the world a better place by improving environmental health and health care. We work on compelling and important problems from monitoring exposures in the environment, to studying health outcomes and the environment, and working in areas of environmental justice, climate change and sustainability.

The Assistant Director of Administration (ADA) reports to the Director of Administration and will be responsible for efficient operation of administrative functions, including HR and payroll, academic appointments, program management, and department operations.

Position Description

Staff Management

• Supervise and provide mentorship to a team of administrative staff members, including performance management, reviews, reclassifications, training and development; the staff are responsible for a wide variety of activities including event management, visa support, operations and facilities, academic appointee management, booking travel, providing calendar and scheduling support, responding to and resolving general administrative requests, etc.
• Identify obstacles to programmatic success. Provide troubleshooting and problem-solving support, as well as appropriate resources and tools.
• Monitor each staff’s allocation of effort and diversify as needed to ensure everyone is well-supported.
• Serve as backup personnel to provide coverage for direct reports by being cross-trained and kept up to date on their responsibilities and upcoming projects

Hiring, Onboarding, Academic Appointments & Personnel Management

• Lead recruitment and hiring of lab-based staff, hourly student workers, and temporary workers from inception to onboarding
• Oversee timesheets, absence management, and payroll issues for staff, students, and temporary workers.
• Develop and implement services, policies, and protocols to improve department recruitment, hiring, and onboarding processes.
• Develop and implement human resources related SOP documents (i.e. interview guidelines, interview grading rubrics, onboarding checklists, onboarding guides, etc.)
• Liaise with HR to oversee the development and classification of new positions, coordinate recruitment strategies, review candidate applications, conduct interviews, and make recommendations as needed.
• Serve as a resource and guide hiring managers throughout the recruitment process. Coach through department best practices are ensure accuracy, inclusivity, and compliance (i.e. Americans with Disabilities Act, HUCTW requirements, etc.).
• Serve as a resource and subject-matter-expert for recruitment and hiring processes and policies. This includes the various types of employment policies (i.e. Temp, LHT graduate students, benefit-eligibility, international, out of state, etc.), HUCTW contract, HGSU contract, contingent worker policies, and independent contractor policies. Communicate any changes to these policies and procedures as needed.
• Develop and implement services, processes, and systems to improve onboarding experience for hiring managers and new employees
• Collaborate with hiring managers to develop employee-specific onboarding plan that is welcoming and cohesive (i.e. system access/clearance, meetings with appropriate department staff, training & development recommendations, planned lunch, peer mentor pairing, etc.).
• Serve as a resource and subject-matter-expert to employees and managers regarding appointment changes, renewals, termination, leave of absence, and layoff policies/processes.
• Serve as a primary contact between the department, Office of Faculty Affairs (OFA),  payroll, faculty, and other stakeholders in pursuit of managing the annual non-faculty academic appointments for the department’s Research Scientists and Senior Research Scientists
• Lead reappointment and promotion process for all Research Scientists and Senior Research Scientists. This includes the collection and organization of all necessary documentation required for academic appointment and promotion packages and working with candidate, faculty, and OFA on timelines and deliverables.

Basic Qualifications

Position Description continued….

Administration Management

• In partnership with the DA, identify obstacles to departmental operational success. Develop and implement services, policies, practices, and systems to increase organizational effectiveness and improve administration processes.
• In partnership with the DA, serve as the primary administrative contact and liaison with both university constituents and external contacts.
• Oversee and manage annual department office administration budget (i.e. office & computer supplies, service contracts, software, etc.)
• Working closely with DA and Associate Director of Finance (ADF) to streamline travel, corporate card and reimbursement workflow between administrative and financial staff; responsible for ensuring staff compliance with Harvard processes and policies regarding purchasing and reimbursements.
• Train department administrative staff on University, School, and Department policies and procedures.
• Serve as backup, in the absence of the DA, providing overall management and representation of the department

BASIC QUALIFICATIONS:

• Bachelor’s Degree or equivalent experience required
• 5+ years of related experience, with progressively responsible administrative management experience, required
• Supervisory experience required.

PLEASE NOTE: Short-listed candidates may be required to submit writing/work samples as part of the selection process.

Additional Qualifications and Skills

The following job-specific skills and competencies are preferred:

• Leadership training
• Excellent computer skills, including proficiency with MS Office applications.
• Experience with personnel management within a university is preferred
• Experience with Accounts Payable
• Diplomacy in communications and interpersonal relation
• Professional confidence to deal effectively with multiple constituencies at senior levels both at the School and across the University
• Experience evaluating problems thoroughly, show resourcefulness in identifying solutions, and display sound judgment
• Experience motivating, developing, and inspiring employees at all levels
• Demonstrated maturity and capacity to respond to shifting and fluid priorities

The following cultural competencies are also preferred:

• Awareness of and aptitude to appropriately and effectively understand, respect, and adapt to cultural and identity-based difference within group environments
• Knowledge of and commitment to concepts and issues tied to social justice, diversity, equity, and inclusion
• Skills related to creating and supporting an environment that allows for inclusion, effective intercultural engagement, and personal humility and authenticity
• Experience fostering and reinforcing an environment that values unique experiences, cultures, backgrounds, and goals

Additional Information

Join the Harvard T.H. Chan School of Public Health to support our mission of health research and education, and to be a part of the oldest institution of higher learning in the country!

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• The Harvard T.H. Chan School of Public Health does not provide visa sponsorship, now or in the future, for staff positions.
• Harvard University requires pre-employment reference checks and background screenings.
• This position has a day 90 orientation and review period.

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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.

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

Environmental Health

Union

00 – Non Union, Exempt or Temporary

Pre-Employment Screening

Criminal, Education, Identity

Commitment to Equity, Diversity, Inclusion, and Belonging

At the Harvard T.H. Chan School of Public Health, we believe that diversity is integral to the Harvard experience and our mission of improving public health education, research and policy. Diversity of cultural backgrounds, identities, lived experiences, perspectives, and ways of understanding the world enriches our community and enables us to best meet the public health needs of the United States and the world. Ongoing learning and development related to diversity allows for both individual and institutional growth, and is necessary to foster and sustain a culture of inclusion. To achieve this, we are committed to ensuring equitable access to opportunities for learning, living, and working at the Harvard Chan School. We maintain an unwavering dedication to diversity, inclusion, and belonging as core to our institutional values and to actively counter, minimize, and address racism, sexism, xenophobia, homophobia, gender bias, and all forms of discrimination.

Learn more about the School’s mission, objectives, and core values , our Principles of Citizenship , and our diversity, inclusion, and belonging initiatives.

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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