Department Administrator (Oral Medicine, Infection, and Immunity )

Job - Department Administrator, Oral Medicine, Infection, and Immunity

Responsible to: Department Chair

Duration - 3+ Months

General Statement of Duties:

• The Department Administrator (DA) provides administrative leadership to the Department of Oral Medicine, Infection and Immunity (OMII)
• Serves as an administrative assistant, strategic partner and advisor to the Chair and keeps them informed as appropriate; and ensures the efficient management of all administrative functions, including 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.

Essential Responsibilities

• 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.
• The DA is responsible for directly managing the department’s budgets and its four 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 of budgets and monitoring spending throughout the year. The position also manages the payment of all invoices for the department of OMII as well as its four respective programs/divisions. The DA is also responsible for managing all incoming monies by assuring funds are accounted for and deposited into appropriate accounts.
• 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 address issues with vendors and sponsors over terms of agreements; and creates and drafts policy memos as needed.
• Manages all OMII appointments and re-appointments (including clinical, research and affiliate) from visiting pre-undergraduate students up to full professors. Oversees 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.
• Leads, manages and prepares all required materials for visa processing.
• The Department Administrator manages pre-award grant submissions for PIs. Acts as the liaison between the PI and the grants team to ensure all documents are completed as required and are done so 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).
• 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.
• 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.
• Contributes to a culture of inclusivity and respect.
• Performs other related duties as assigned or requested.

Required Qualifications

• Bachelor’s degree or equivalent work experience required
• Minimum of 3 years’ relevant work experience
• Strong computer skills and proficiency in Microsoft Applications and web-based applications.
• Ability to perform the essential functions of the position with or without reasonable accommodation.
• Ability to successfully pass a comprehensive background check at hire.

Additional Preferred Qualifications

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