Briefing Administrator

Job Summary

Reporting to the Chief of Staff to the FAS Dean, the Briefing Administrator serves as a critical conduit for information flowing to or from the FAS Dean’s office. In consultation with the Chief of Staff, the incumbent supports the daily and long-term activities of the Dean’s Office and advances the Dean’s agenda.

Auto req ID

61865BR

Job Code

358057 Admin Pro/Indiv Contrib

Department Office Location

USA - MA - Cambridge

Business Title

Briefing Administrator

Sub-Unit

Dean

Salary Grade

057

Time Status

Full-time

Union

00 - Non Union, Exempt or Temporary

Basic Qualifications

A minimum of five years of progressive administrative and/or project coordination experience.

Additional Qualifications and Skills

• Bachelor's degree strongly preferred
• Experience in higher education preferred
• Proficiency in using Microsoft Office suite of programs (Word, Excel, SharePoint, OneDrive, and Outlook) and ability to learn new technologies.
• Excellent written, verbal, and interpersonal communication skills are required.
• Ability to multi-task, prioritize and work independently in a fast-paced environment with tight deadlines.
• Strong interpersonal and communication skills.
• High level of discretion, confidentiality, and attention to detail.
• Ability to interact with all levels of the University and beyond.
• Dedicated team player with a strong customer service orientation.

Additional Information

IMPORTANT NOTE: To be considered for this position, applicants must submit a cover letter and resume.

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

Department

Dean's Office

Pre-Employment Screening

Identity

Schedule

M-F 9-5

Job Function

General Administration

Position Description

The Briefing Administrator:

• Advises the FAS Dean -- both independently and in consultation with others-- on a wide range of topics including current policies and procedures, responding to inquiries, dealing with people, and providing information on school/department.
• Is responsible for assisting the Dean of FAS with planning, formulating, implementing, and providing support for school-wide initiatives, and representing the FAS in related school-wide events and projects. Serves as point of contact for internal and external constituencies on matters pertaining to the Dean. Works with the Dean’s leadership team to administer the Dean’s outreach activities related to strategic initiatives.
• Manages the Dean’s professional and administrative activities; including extensive preparation and trouble-shooting for a busy and complex active calendar of appointments/events; composing and preparing correspondence that is often confidential in nature; arranging complex and detailed travel plans, itineraries, and agendas; completing expense reports; compiling documents for meetings and preparing travel reports.
• Plans, coordinates, and ensures the Dean's schedule is followed and respected.

Specific responsibilities include:

Briefings : The Briefing Administrator prepares comprehensive briefings for each of the FAS Dean’s meetings every day, anticipating needs, taking initiative, and working independently across multiple units to gather and synthesize information. The Briefing Administrator drafts or revises talking points for a range of contexts (individual meetings, lectures, public events), gathers background information as needed (including financial data, historical background, and proposals), carefully reviews detailed travel itineraries, and handles a wide range of confidential data. Proactively identifies information that has the potential to be impactful, elevates issues to the Chief of Staff and FAS Dean, and works to identify potential resolution options in a timely manner.

Messaging/Communications : The Briefing Administrator manages community message distribution on behalf of the Dean, including soliciting content for, writing, editing, producing, and overseeing the distribution of broadcast messages and other FAS-wide communications, as appropriate. Works closely with the Dean’s Office staff to draft responses to correspondence, brief necessary staff, and respond to inquiries from the public. Provides direction on the preparation of briefing materials, and supplies briefings as appropriate. Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgment letters, personal correspondence, and other tasks that facilitate the Dean's ability to effectively lead the Faculty. Tracks workflow, ensuring assigned projects are adequately supported.

Special Projects : Supports a wide array of decanal projects and initiatives, liaising with multiple University offices. Provides project management for special projects including leadership searches, working groups, and institutional studies. Researches, prioritizes, and follows up on incoming issues and concerns addressed to the Dean, including those of a sensitive or confidential nature, and determines appropriate course of action, referral, or response. Prioritizes conflicting needs; handles matters expeditiously, and proactively, and follows through on projects to successful completion, often with deadline pressures. Represents the Dean at high-level meetings.

Office Administration : Determines what to assign/delegate, to whom, accountable for work product, troubleshoots and resolves complex problems. Provides coverage/executive support for the FAS Dean’s Office to manage activities in the Dean's office. Provides calendaring and other support to the Chief of Staff.

School/Unit

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 will be performed in an office setting. There is the expectation of some days per week on campus.

COVID Vaccine Policy: The University requires all Harvard community members to be fully vaccinated (primary series) against COVID, as detailed in Harvard’s Vaccine & Booster Information . 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.

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.

Work Format

Hybrid (partially on-site, partially remote)