Department Administrator

By working at Harvard University, you join a vibrant community that advances Harvard's world-changing mission in meaningful ways, inspires innovation and collaboration, and builds skills and expertise. We are dedicated to creating a diverse and welcoming environment where everyone can thrive.

Why join the Harvard School of Dental Medicine?

Located in Boston's Longwood Medical Area, Harvard School of Dental Medicine (HSDM) is at the forefront of dental education, research, and patient care. Founded in 1867, HSDM holds the distinction of being the first dental school in the U.S. to be part of a university and its medical school, and the first to confer the DMD degree. Our mission is to foster a community of global leaders in education, research, and clinical innovation dedicated to improving human health by integrating dentistry and medicine. We invite dedicated professionals to join our team and contribute to our rich tradition of excellence and innovation in the dental field.

Job Summary:

The Department Administrator (DA) provides leadership for the Department’s administrative needs; serves as an administrative assistant, strategic partner, and advisor to the Chair and keeps them informed as appropriate; ensures the efficient management of all administrative functions, including personnel, budget and finance, grants management, departmental policy development and implementation, program management, academic appointments and related human resources functions in support of departmental and School-wide initiatives.

Job-Specific Responsibilities:

1. The DA serves as the main point of contact and liaison for the department, and troubleshoots departmental issues and resolves problems for students, faculty, staff and post docs across three labs, and four programs/divisions. This position must also proactively anticipate the future needs of the department and labs (fiscal needs, staff changes, and daily operating needs) to ensure smooth functioning. The DA also contributes to the strategic planning efforts for the department as well as the programs.
2. The DA is responsible for directly managing the department’s budgets and its program/division budgets. This includes developing budgets, making budget projections, forecasting budget surpluses and deficits, signing off on transactions, allocating resources between budget lines, reconciling budgets and monitoring spending throughout the year. The position also manages the payment of all invoices for the department as well as its respective programs/divisions. The DA is also responsible for managing all incoming monies by assuring funds are accounted for and deposited into appropriate accounts.
3. The DA serves as the human resources contact for department personnel, HSDM HR and HUCTW as appropriate. Collaborates with appropriate staff on policy interpretation; develops policies, processes and procedures to improve departmental operations; negotiates and addresses issues with vendors and sponsors over terms of agreements; and creates and drafts policy memos as needed.
4. Oversee departmental support staff including responsibilities of hiring, evaluation, development, performance management, and termination within the parameters of Harvard, HSDM, and collective bargaining agreements. 
5. Manages all appointments and re-appointments (including clinical, research and affiliate) from visiting pre-undergraduate students up to full professors. Oversee all promotions, including pre-promotion assessment, calls for letters, drafting of promotion dossier and management of the promotions process. Develops and oversees all searches, including position requests, advertisements, search procedures and processes, and interviews. He/she also manages on-boarding and off-boarding for department personnel.
6. Leads, manages, and prepares all required materials for visa processing.
7. Oversee content of Department website. 
8. The Department Administrator manages pre-award grant submissions for PIs. Act as the liaison between the PI and the grants team to ensure all documents are completed as required and are done in a timely fashion. Works with faculty on managing grant and gift awards, monitors spending throughout the year, and collaborates with the grants team in Administration and Finance on post-award set up and grant management (required annual fiscal reports and work product updates).
9. The DA partners with other departments throughout the School to complete responsibilities related to department and works closely with School personnel to ensure compliance with state and federal laws as well as Harvard policies.  
10. Additional responsibilities include but are not limited to calendar management, extensive travel arrangements, planning and managing departmental events and managing various faculty special projects as needed.
11. Contributes to a culture of inclusivity and respect. 
12. Performs other related duties as assigned or requested.

Working Conditions:

Work is performed in an office setting.

Required Qualifications 

1. Bachelor’s degree or equivalent work experience required
2. Minimum of 3 years’ relevant work experience
3. Strong computer skills and proficiency in Microsoft Applications and web-based applications. 
4. Ability to successfully pass a comprehensive background check at hire.

Additional Preferred Qualifications 

1. Master’s degree preferred. 
2. Must possess the capacity to calmly deal with a diverse constituency, competing priorities, frequent interruptions and regular changes. 
3. Exceptional organizational skills, the ability to use independent judgment and discretion, and the capacity to multi-task and be proactive are necessary. 
4. Also important are attention to detail, strong communication skills and interpersonal skills. Harvard experience and grant administration experience are advantages. 
5. Prior supervisory experience is strongly preferred.

• Standard Hours/Schedule: 35 hours per week
• Compensation Range/Rate (including Shift Differential if applicable):
• Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position
• Pre-Employment Screening: Identity, Education, Criminal, Credit, Certification/License, Motor Vehicle Record, Drug Test, DOT Physical, CORI, Employment, Prohibited Parties, Not Applicable
• Other Information:
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Work Format Details

This position has been determined by school or unit leaders that some of the duties and responsibilities can be effectively performed at a non-Harvard location. The work schedule and location will be set by the department at its discretion and based upon operational needs. When not working at a Harvard or Harvard-designated location, employees in hybrid positions must work in a Harvard registered state in compliance with the University’s Policy on Employment Outside of Massachusetts. Additional details will be discussed during the interview process. Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

Salary Grade and Ranges

This position is salary grade level 056. Please visit  Harvard's Salary Ranges  to view the corresponding salary range and related information. 

Benefits

Harvard offers a comprehensive benefits package that is designed to support a healthy work-life balance and your physical, mental and financial wellbeing. Because here, you are what matters. Our benefits include, but are not limited to: 

• Generous paid time off including parental leave 
• Medical, dental, and vision health insurance coverage starting on day one 
• Retirement plans with university contributions 
• Wellbeing and mental health resources 
• Support for families and caregivers 
• Professional development opportunities including tuition assistance and reimbursement 
• Commuter benefits, discounts and campus perks 

Learn more about these and additional benefits on our Benefits & Wellbeing Page. 

EEO/Non-Discrimination Commitment Statement

Harvard University is committed to equal opportunity and non-discrimination. We seek talent from all parts of society and the world, and we strive to ensure everyone at Harvard thrives. Our differences help our community advance Harvard's academic purposes.

Harvard has an equal employment opportunity policy that outlines our commitment to prohibiting discrimination on the basis of race, ethnicity, color, national origin, sex, sexual orientation, gender identity, veteran status, religion, disability, or any other characteristic protected by law or identified in the university's non-discrimination policy. Harvard's equal employment opportunity policy and non-discrimination policy help all community members participate fully in work and campus life free from harassment and discrimination.