The primary role of the Program Administrator is to oversee the day-to-day activities of the Society of Fellows.
Duties include organizing the activities of the Junior Fellows (the weekly dinners, lunch meetings - 2 per week – lecture events, informal talks, teas and other gatherings).
Responsible for the care and maintenance of the physical plant at the Society's office locations at 78 Mt. Auburn Street and 17 South Street, and the Society's rooms at Eliot House, involving supervising cleaning and maintenance crews, renovation projects, landscaping, etc.
Interacts with the thirty-six Junior Fellows, meeting their various and multiple needs on all levels of activity on a daily basis. Processes information for Junior Fellow visas, housing, and health coverage applications. Processes Junior Fellow, Senior Fellow, and research assistant appointments in Aurora.
Acts as an approver for all financial transactions, as well as the weekly and bi-monthly payroll. Tends to the Society's financial matters, which include financial analysis to determine future program costs and optimal allocation of resources and the preparation of the annual budget of over $4 million.
Monitors monthly expenditures and reviews records such as the detailed listings and fund summary reports in order to make accurate forecasts of future budgetary needs. Oversees monthly stipends for Junior Fellows, and processes weekly payroll for Junior Fellows' research assistant.
Manages and approves Milton Fund grant expenditures and supervises approximately 10 Research Assistants each year for Junior Fellows' Milton Fund projects. Administers payment of invoices, HCOM procurement, vendor set-up, etc.
Supervises and works with outside contractors involved with capital improvements of the Society's facilities.
Hires, trains, and supervises program coordinator; conducts annual performance review and determines goals for improvement.
Interacts with the Chair and Senior Fellows during weekly meetings in the Fall term and prepares the agenda for the Senior Fellows' annual meeting at the beginning of the Spring term.
Oversees Selection/Interview process for the election of new Junior Fellows in the Fall term including arranging interview appointments, travel and accommodations for approximately 50 interviewees each fall; in the Spring term, solicits nominations for the following academic year. In the summer months, situates newly arriving Junior Fellows. Year-round, maintains Society's data base, website and edits and prepares for publication the Society' of Fellows' Directory.
We invite individuals with diverse backgrounds, experiences and abilities to be a part of our community.
All formal written offers will be made by FAS Human Resources.
Salary Grade: 056
Union: 00 - Non Union, Exempt or Temporary
3+ years of project management, coordination, or administrative experience
M.A. strongly preferred Excellent verbal and written communication, editorial, analytical and organizational skills. Strong attention to detail, able to work independently and to excel in workflow management. Broad knowledge of the sciences, arts and letters. Proficient in MS Word, FileMaker, Dreamweaver, Adobe, Excel, Power Point, Quark Express and various email applications. Knowledge of food preparation, and proven event planning experience. Familiarity with sponsored research environment is desirable. Previous Harvard experience and involvement with the academic community is desirable. Must have proven interpersonal skills in order to interact with the Junior Fellows who come to the Society from all over the world.
EQUAL OPPORTUNITY EMPLOYER: 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, or any other characteristic protected by law.
Internal Number: 52658BR
About Harvard University Faculty of Arts and Sciences
Harvard University is devoted to excellence in teaching, learning, and research, and to developing leaders in many disciplines who make a difference globally. The University, which is based in Cambridge and Boston, Massachusetts, has an enrollment of over 20,000 degree candidates, including undergraduate, graduate, and professional students. Harvard has more than 360,000 alumni around the world. The University has twelve degree-granting Schools in addition to the Radcliffe Institute for Advanced Study, offering a truly global education. Established in 1636, Harvard is the oldest institution of higher education in the United States.