Divisional Administrator

Harvard University, Faculty of Arts & Sciences
Massachusetts, United States
Salary Not Specified
Posted Date
Jun 27, 2022

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Position Type
Administrative, Academic Affairs, Academic Administration, Business & Administrative Affairs, Business & Administrative Support, Other Business & Administrative Affairs, Deans
Employment Type
Full Time
Job Summary

The FAS Science Dean’s Office seeks an enthusiastic, collaborative, and self-directed individual to provide consistent and professional high-level administrative and logistical support to the Science Dean’s Office. This member of the Science Dean’s senior staff performs a wide range of complex administrative tasks and duties in a dynamic, high-profile, fast-paced environment.

Auto req ID


Job Code

359057 Admin Dept/Program Admin


USA - MA - Cambridge

Business Title

Divisional Administrator



Salary Grade


Time Status



00 - Non Union, Exempt or Temporary

Basic Qualifications

Bachelor’s degree or equivalent experience, and 5+ years of progressive administrative management experience, including staff supervision and financial management.

Additional Qualifications and Skills
  • Higher education administrative experience preferred.
  • High level of independent judgment, initiative, discretion, collegiality, professionalism, confidentiality, and attention to detail.
  • Strong interpersonal and communications skills – verbal and writing skills necessary.
  • Demonstrated ability to triage and prioritize a high volume of time-sensitive tasks and communications.
  • Fluency in Microsoft Office applications including Outlook, Word, Excel, and PowerPoint in a Mac OS environment as well as Office 365 collaboration tools (Teams, SharePoint, OneDrive, etc.)
  • Fluency in Google Suite applications.
Additional Information

We regret that Harvard University is unable to provide work authorization and/or visa sponsorship for this position.

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

We are committed to cultivating not only the diversity of our faculty, staff, and students but also in developing an inclusive culture that is vibrant, engaging and encouraging of innovation as well as intellectual debate. We believe creating and maintaining an inclusive workplace allows employees from all backgrounds and walks of life to achieve their fullest potential. We also believe an inclusive culture is one that accepts, values and views as strength the difference we all bring to the workplace.

Harvard offers an outstanding benefits package including:
  • Time Off: 4 weeks paid vacation, paid holiday break, 12 paid sick days, 12.5 paid holidays, and 3 paid personal days per year.
  • Medical/Dental/Vision: We offer a variety of excellent medical plans, dental & vision plans, all coverage begins as of your start date.
  • Retirement: University-funded retirement plan with full vesting after 3 years of service.
  • Tuition Assistance Program: Competitive tuition assistance program, $40 per class at the Harvard Extension School and discounted options through participating Harvard grad schools.
  • Transportation: Harvard offers a 50% discounted MBTA pass as well as additional options to assist employees in their daily commute.
  • Wellness Options: Harvard offers programs and classes at little or no cost, including stress management, massages, nutrition, meditation and complimentary health services.
  • Harvard access to athletic facilities, libraries, campus events and many discounts throughout metro Boston.

Science Division Dean's Office

Pre-Employment Screening

Education, Identity

Job Function

General Administration

Position Description

Specific responsibilities include but are not limited to:
  • Manages and provides administrative and technical assistance on a wide range of special projects including strategic planning initiatives at the local, divisional, and School level.
  • Coordinates the Science Division’s EDIB efforts as part of project management responsibilities.
  • Prepares, manages, and oversees the Division Office budget. Oversees and monitors the Dean's Discretionary Fund, manages/stewards gift funds, and coordinates internal competitions/fellowships.
  • Based on research, advises the Dean and senior management team on administrative, operational, and strategic considerations and implications.
  • Responsible for administrative operations of the Science Dean’s Office. Directly supervises executive assistant (EA) position and has overall responsibility to ensure EA functions are performed to the highest standards. Provides coverage for EA responsibilities when needed.
  • Oversees the collection, development, preparation, and curation of comprehensive briefing materials, including agendas, talking points, research, and background documents for meetings and speaking engagements to ensure the Dean and other decanal staff are fully briefed.
  • Creates, implements, and maintains a robust electronic filing system to ensure the retention of records and historic information as it relates to the faculty, departments/units, and programs.
  • Coordinates communications for Science Division Office. Oversees website development and maintenance. Reviews, edits, and drafts confidential correspondence on behalf of the Dean.
  • Serves as the Science Dean’s Office's primary liaison with the FAS Dean’s Office, FAS Faculty Affairs Office, the Provost’s Office, the Office for the Vice Provost of Research, etc.
  • Other duties as assigned.

Faculty of Arts and Sciences

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.

Working Conditions

Work is performed in an office setting.

This position is eligible for flexible work arrangements as business needs allow.

COVID Vaccine Policy: The University requires all Harvard community members to be fully vaccinated against COVID-19 and remain up to date with COVID-19 vaccine boosters, as detailed in Harvard’s Vaccine & Booster Requirements . Individuals may claim exemption from the vaccine requirement for medical or religious reasons. More information regarding the University’s COVID vaccination requirement, exemptions, and verification of vaccination status may be found at the University’s “COVID-19 Vaccine Information” webpage: http://www.harvard.edu/coronavirus/covid-19-vaccine-information/ .

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.

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