Assistant Director of Administration

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Position Description

The Department of Health Care Policy (HCP) is a dynamic, data-driven research environment that brings together economists, statisticians, physicians and health services researchers focused on improving public health through comprehensive policy research and education. HCP seeks an experienced Assistant Director of Administration (ADA) to serve as a key member of the Executive Director's senior management team, ensuring efficiency and effectiveness of departmental operations. The ADA will be responsible for oversight of key departmental functions: faculty and academic affairs, human resources, program management, and general departmental administration. The ADA will be key in helping to execute strategic departmental priorities as set by the Chair. Core duties will include: Administrative and Operations Management:

• Supervise two core administrators (Digital Communications Coordinator, Faculty Coordinator), provide training and opportunities for career development; review workloads, prioritize assignments, determine faculty support levels and coverage plans.
• Provide training on Harvard administrative process and policy to research project and program managers across department; hold regular department-wide forums on key administrative compliance topics.
• Create best practices in administrative operations (e.g., travel, hiring and appointments, faculty support, website/communications) across department, stay abreast of University administrative policy changes, adapt team and business processes accordingly, and serve as key point of contact.
• Serve as a thought partner and collaborator on operationalizing best practices for onboarding and offboarding across functions.
• Use data to assess the attainment of goals, ensure continuous quality improvement, and to guide program and organizational change.

Human Resources/Department Engagement:

• Oversee employee engagement opportunities, including: supporting and enhancing the recruitment, selection/approval, onboarding, and exit processes for staff and fellows; optimizing time and labor reporting, I-9 and visa actions; creating and implementing initiatives to improve departmental culture.
• Build and manage a library of research positions, advise on and post staff research and academic positions, partner with Finance team to establish review and approval processes.
• Working closely with the Executive Director and Director of Finance, establish and monitor budget for departmental engagement initiatives.

Faculty/Academic Affairs:

• Serve as subject matter expert on all appointments, reappointments, and promotions for core department faculty (21), review/approve academic (postdoc, Research Associate/Scientist) appointments.
• Oversee and manage all new faculty searches.
• Effectively partner and liaise with Office for Faculty Affairs, HMS HR.
• For Affiliate and course faculty, coordinate annual needs for secondary appointments with home institutions (e.g., MGB, BIDMC).

Events, Course and Program Oversight:

• Review and oversee budget, staffing, technology and communications for all Essentials of the Profession I and II, MD-MBA courses and departmental Seidman Fellowship Program.
• Review and direct a wide range of departmental seminar and visiting speaker engagements, ensuring alignment with strategic objectives; collaborate with Executive Director and Chair to develop new program content.

Special projects as needed.

Basic Qualifications

• Bachelor's degree or equivalent work experience required.
• Minimum of 5 years' relevant administrative experience in higher education and/or hospital settings.

Additional Qualifications and Skills

• Strong organizational capabilities, with a demonstrated ability to manage multiple assignments simultaneously, and effectively prioritize time and tasks.
• Outstanding interpersonal and customer service skills, service mindset and ability to act as trusted advisor.
• Proven ability to handle sensitive data with discretion.
• Ability to lead a process, as well as to work collaboratively to achieve agreed-upon objectives.
• Creative thinking and problem solving, with interest and ability to identify and implement opportunities for operational efficiencies, introduce innovative ideas.

Additional Information

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. Please note that we are currently conducting a majority of interviews and onboarding remotely and virtually. We appreciate your understanding. The Harvard Medical School is not able to provide visa sponsorship for this position. Not ready to apply? Join our talent community to keep in touch and learn about future opportunities! ( ?formID=16341e35-cbc6-4904-88a3-09b35763307e)

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.

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 - Boston

Job Code

359057 Admin Dept/Program Admin

Work Format

Hybrid (partially on-site, partially remote)

Sub-Unit

-

Salary Grade

057

Department

Health Care Policy

Union

00 - Non Union, Exempt or Temporary

Time Status

Full-time

Pre-Employment Screening

Criminal, Education, Identity

Commitment to Equity, Diversity, Inclusion, and Belonging

We are committed to cultivating an inclusive workplace culture of faculty, staff, and students with diverse backgrounds, styles, abilities, and motivations. We appreciate and leverage the capabilities, insights, and ideas of all individuals. Harvard Medical School Mission and Community 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.

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