What are the responsibilities and job description for the Assistant Director of Administration position at Harvard University?
Job Summary
Reporting directly to the CBAR Executive Director for Finance, Administration, and Information Technology (EDFAI), the Assistant Director of Administration is responsible for providing leadership and support for the CBAR hiring process, supporting the management of the large group of academic appointees and staff, and managing and providing administrative support for a large, vibrant research center.
Hiring and CBAR academic appointees/staff support duties include but are not limited to:
Hiring and CBAR academic appointees/staff support duties include but are not limited to:
- Collaborate with CBAR Leadership and Project PIs in leading and providing support for hiring in CBAR including position development and recruitment. Liaise with the SPH Office of Faculty Affairs (OFA), the SPH Human Resources Office (HR), the SPH Office of Diversity and Inclusion (ODI), and the CBAR Steering Committee.
- With administrative support, plan, lead, and undertake all recruitment and interview-related administrative logistics, e.g., post job descriptions, conduct outreach to attract a diverse pool of applicants, screen candidates, coordinate interviews, check references, complete follow-up, track outcomes, complete documentation and pursue follow-up to closure, etc.
- With administrative support, independently plan, direct, and undertake the onboarding of new hires (logistics, orientation, etc.), and the offboarding of departing personnel
- Produce regular status on hiring reports for CBAR Leadership & Steering Committee's use, and analyze hiring data for trends
- Maintain the standardized hiring/interview process and documentation, ensuring compliance with University policies and procedures
- Lead and develop new hiring resources, which includes documentation as needed, and focusing on improving the overall process of the hiring workflow
- Proactively lead and manage all hiring events, which includes interacting with individuals and groups to: HSPH Human Resources (HR), external venues to participate in recruiting events, hiring managers, interviewers, candidates, and so forth, workflow and performance management, and the promotion of an inclusive and innovative work environment
- Work with the EDFAI in interpreting and disseminating Harvard University, SPH, and CBAR policies and procedures to staff; maintaining knowledge of related administrative policies and procedures
- Collaborating with HR and OFA, be the CBAR point person who guides CBAR’s academic appointees and staff on legal guidelines for hiring, manager training, and being a successful manager, evaluating employee performance, and handling disciplinary matters
- Lead the reappointment and promotion processes for non-faculty, doctoral-level research scientists, which include organizing, and guiding appointees, to ensure documents being submitted are in line with SPH requirements
- Lead and plan the annual performance review process for all CBAR employees, exempt and over-time eligible and academic appointments, e.g., Research Scientist, Senior Research Scientist, etc. Drive timelines forward and to completion
- Represent CBAR and participate in the Diversity, Inclusion, and Belonging (DIB) community
- Identify and develop ways to improve employee satisfaction
Position Description
Other duties related to the administration and support of CBAR:
- Participate in strategic planning with CBAR’s Leadership and Steering Committee. Coordinate and provide support for meetings; responsible for being proactive to drive timelines of follow-up agenda items, and maintain documentation files with highly sensitive issues
- Provide administrative staff leadership, including coordination of the administrative workflow and streamlining processes. Supervise up to three administrative staff. The staff are responsible for providing support for internal administrative and facility initiatives, as part of the greater CBAR Administrative team, which includes: booking travel, leading CBAR monthly staff events, providing calendar and scheduling support; responding to and resolving general administrative requests, etc. Undertake these activities when necessary to ensure ongoing high-quality administrative support for CBAR. Also responsible for proactively organizing all CBAR social events
- Working with the EDFAI, provide leadership and support for major initiatives within CBAR, for example, administrative leadership and support for NIH grant renewals. This includes being proactive and creating timelines and milestones to push the major initiatives to completion by deadlines
- Promote CBAR within and outside of the Chan School
- Responsible for the content on the CBAR external facing website, and supporting CBAR’s social media presence
Basic Qualifications
- Bachelor's Degree or equivalent experience is required
- 5 years of related experience is required
Additional Qualifications and Skills
The following job-specific skills and competencies are preferred:
- Master's degree
- Experience building teams, collaborating, and gaining consensus of teams
- Must be organized and proactive to succeed
- Supervisory experience
- Intermediate to advanced knowledge of Microsoft Office Suite, including advanced Excel skills
- Strong attention to detail, organized, and strong written and verbal communications skills
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 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.
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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 90 day orientation and review period.
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.
About Us
The Center for Biostatistics in AIDS Research (CBAR), an organization within the Harvard T.H. Chan School of Public Health, is responsible for the design, monitoring and statistical analysis of clinical trials and observational studies for several major national and international NIH-funded clinical research networks. CBAR employs over 100 statisticians and epidemiologists including Harvard faculty, research scientists and staff. Investigators within CBAR have provided statistical leadership and support for clinical research networks for thirty-five years. Currently this includes infectious disease networks such as: Advancing Clinical Therapeutics Globally for HIV/AIDS and Other Infections (ACTG), the International Maternal Pediatric Adolescent AIDS Clinical Trials Network (IMPAACT), and the Pediatric HIV/AIDS Cohort Study (PHACS). Results from studies have helped to establish the paradigm for the treatment and prevention of HIV and other infectious diseases, and contributed to international treatment and prevention guidelines.
CBAR has a hybrid work environment which includes a combination of on-campus/in-person work and remote work.
CBAR has a hybrid work environment which includes a combination of on-campus/in-person work and remote work.
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)
Sub-Unit
-
Salary Grade
057
Department
Center for Biostatistics in AIDS Research
Union
00 - Non Union, Exempt or Temporary
Time Status
Full-time
Pre-Employment Screening
Credit, 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.
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.
Salary : $5,250
