Associate Director for Administration and Finance Harvard University United States

Duties & Responsibilities

The Associate Director for Administration and Finance: 
 
--Works with the Faculty Director, Executive Director, and FAS Finance to develop the Center’s core operating budget, budget processes, quarterly reporting, and documentation processes. Oversees all core operational financial activities including monitoring spending and faculty funds, providing financial analysis and forecasting to the Faculty Director and Executive Director, managing payroll, gifts, grants, and manages the financial assistant and office assistant (1.5FTE); works with financial offices in other schools in the University on payroll matters pertaining to faculty affiliates of the Center, fellowship matters pertaining to graduate students, and academic appointments.
 
----Works with the Strategic Initiatives Project Manager to develop operating budgets, budget processes, quarterly reporting, and documentation processes for strategic initiatives. Oversees all financial activities including monitoring spending, grants, gifts, and earned revenue, providing financial analysis and forecasting to the Strategic Initiatives Project Manager. Provides HR services for strategic initiatives; works with the Strategic Initiatives Project Manager.   
 
--Manages the Center’s sponsored research activity, including budget development and oversight, and compliance oversight from pre-award through post-award; works with Faculty Director and Executive Director on sponsored research activity for core operations; works with the Strategic Initiatives Project Manager on sponsored research activity for strategic initiatives; trains and oversees financial assistant in providing support for this grants management work.
 
--Supports the Faculty Director and Executive Director in the development of a staffing plan, and oversees the HR function for the department including recruitment, performance management, compensation-setting processes, staff relations support, and training and development.
 
--Manages academic appointments, stipends, and visas and conducts initial salary and other terms of appointment discussions with incoming Fellows; oversees fellow housing, insurance, relocation, office space, computer needs; communicates closely with the Fellows Program Manager in all this work.
 
-- Develops and implements organizational services, policies, practices, and systems to increase organizational effectiveness and serves as a primary source of policy information for faculty and staff; collaborates with the Fellows Program Manager to provide policy information to fellows; collaborates with the Division of Social Science to ensure that Department administrative procedures are in line with the Department’s core mission and university policies; handles special projects for the Faculty Director and Executive Director and performs all other duties as required. 
 
--Determines needs and priorities for building and facilities management, space planning, IT services, Google apps account, and other shared operational resources for both core operations and strategic initiatives. Serves as staff liaison to, and works closely with, related FAS and University offices.
 
--Serves as office manager, working to maintain an environment conducive to study, collaboration, and collegiality for faculty, fellows, and staff in residence at the Center; coordinates office activities that foster a positive, cohesive, and effective organizational culture.

Basic Qualifications

 

Applicants must demonstrate that they meet all of the basic qualifications on their application materials to be considered for the position.

5+ years' experience in academia or an academic organization.

Experience working with faculty members required.

Experience in administration, staff management, financial analysis and reporting, and general management required. 

Experience with HR transactions. 

BA/BS degree required.

 

Additional Qualifications

 

Strong independent decision-making and consensus building skills; sound judgment and diplomacy; proven capacity to work independently and as a team leader.

Experience with strategic planning.

Experience working with visas 

Experience with sponsored research

Must be highly organized, detail-oriented, and have strong interpersonal and communication skills. 

Ability to establish and promote good working relationships with colleagues, faculty, administrators, students, and vendors.

Must be flexible and possess the ability to handle multiple tasks accurately under deadline pressure.

Proven ability working in a complex organization and making informed decisions in the context of strategic organizational goals and policies. 

Must be able to work independently and take initiative. Must have ability to handle confidential materials with discretion.

 

 


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