09-Jul-2023

Faculty of Arts and Sciences

62924BR

Job Summary

The Senior Academic Appointments Administrator reports to the Executive Director of Organismic and Evolutionary Biology (OEB), the Executive Director of Human Evolutionary Biology (HEB), and the Associate Director of Administration of OEB.  This position serves as a subject matter expert and informs and advises faculty, researchers, and administrators on all policies and procedures related to academic appointments, visas and international travel, compliance, regulations, and guidelines.

Position Description

Manages about 300 academic and research appointments including: postdoctoral fellows, research associates, fellows, and short-term visitors.  Aids in drafting job vacancy announcements and position descriptions; manages visa process, resolves visa issues and acts as the departmental liaison to the Harvard International Office. Manages the MEME program.  Stays abreast of and advises faculty and academic appointees on university and department policies and related human resources activities, including orientation for new appointees, payroll, benefits and leave policies, visa sponsorship, etc.  Assists with faculty reviews, promotions, and searches as needed. Manages search process in Aries: posts advertisements, provides access and applications to search committee, updates candidate status, collects EEO data, closes search. Conducts confidential surveys of faculty mentees and compiles responses for reviews committees; compiles teaching data for faculty reviews and promotions; coordinates process for requesting feedback letters from peers at other universities during reviews and promotions.  Establishes and maintains all academic appointments in the Aurora database, monitors annual renewals, reclassification, terminations, and coordinates and cross-checks funding sources with sponsored research administrators. Prepares comparative analyses on compensation structure for academic appointees and makes recommendations for changes as needed.  Responsible for reviewing, approving, and inputting HEB and OEB researcher and faculty information into appropriate list servs, website directories, and any other key databases. Coordinates promotion reviews for Sr. Research Scientists and Research Scholars; advises faculty and administrators on review procedures and works with DAs to compile related dossier materials and documents for Faculty Affairs review. Collaborates with colleagues to ensure that building access, computer accounts and issuance of e-mail addresses are handled appropriately.  Collects participation agreements. Responsible for producing statistics and reports for internal and external constituency groups.  May represent HEB and OEB at the FAS Postdoctoral Administrative Group.  Other duties as required.

Basic Qualifications

College coursework and a minimum of five years of academic experience managing payroll or academic appointments. Education may count towards experience.

Additional Qualifications and Skills

Bachelor's degree preferred.   Experience working with international scholars and visa sponsorship helpful.  Ability to work independently and proactively and in close collaboration with others is required.  Strong interpersonal, organizational, customer service skills, communication skills (written and oral), and proficiency with technology/capability to master innovative technology skills.  Ability to multitask and perform under pressure and remain calm, with frequent interruptions and competing priorities and deadlines.  Ability to deal with internal and external constituents.  Ability to handle complex and confidential information with discretion and confidentiality.  Ability to balance shifting priorities. Ability to exercise a high degree of diplomacy, and strong creative problem-solving skills required.  Strong computer skills including Microsoft Office suite required. Knowledge of and experience with using computer spreadsheet programs for forecasting and report preparation especially MS Excel at an intermediate level preferred. Willingness and ability to update and increase skill set as needed to meet the department's goals.

Additional Information

A cover letter and resume must be submitted in order to be considered for this position.

***All formal offers will be made by FAS Human Resources.

Harvard University will not provide visa sponsorship for this position.

OEB is a diverse and vibrant department with a broad range of research and teaching interests, ranging from the evolution and control of gene expression patterns within individuals and populations to the dynamics of ecosystems. Field and laboratory studies are key to understanding the evolution of organisms, how biodiversity is generated and maintained, how organisms work, and how organisms interact with their environment. OEB has close working associations with its allied institutions: the Museum of Comparative Zoology (MCZ) and the Harvard University Herbaria (HUH), as well as the Arnold Arboretum and the Harvard Forest. These institutions and their collections offer an unparalleled, rich set of resources for OEB students, faculty, visitors and staff.

Benefits

We invite you to visit Harvard’s Total Rewards website 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 - Cambridge

Job Code

405013 Administrator (N)

Work Format

Hybrid (partially on-site, partially remote)

Department

Organismic and Evolutionary Biology (OEB)

Union

55 - Hvd Union Cler & Tech Workers

Pre-Employment Screening

Identity

Schedule

Monday - Friday, 9:00am-5:00pm

Commitment to Equity, Diversity, Inclusion, and Belonging

Harvard University views equity, diversity, inclusion, and belonging as the pathway to achieving inclusive excellence and fostering a campus culture where everyone can thrive. We strive to create a community that draws upon the widest possible pool of talent to unify excellence and diversity while fully embracing individuals from varied backgrounds, cultures, races, identities, life experiences, perspectives, beliefs, and values.

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.