Assistant Director of Administration for Budgets and Finance
Harvard University Faculty of Arts and Sciences
Location: USA - MA - Cambridge
Internal Number: 63525BR
The Assistant Director of Administration for Budgets & Finance has broad responsibility for the financial and administrative functioning of the Office of Student Services and of the four units reporting to the Dean of Student Services-- the Disability Access Office, Office of Academic Integrity and Student Conduct, FAS Registrar's Office, and the Housing Office. Reporting to the Director of Administration, this position will make resource-allocation decisions (budget, space, technology and other strategic choices) among the offices, provide guidance and direction for financial, physical resources, and operational needs, and is part of the OSS Central administrative team serving as an advisor to the Director of Administration of Student Services. The incumbent works most closely with the Director of Administration, Assistant Director of Administration for Operations & Human Resources, the FAS Registrar, Associate Dean of Academic Integrity and Student Conduct, Director of the Disability Access Office, and the Director of the Housing Office to ensure that they have access to the resources and supports they need to execute the mission of their offices. This position also liaises closely with the College's Office of Administration and Finance, FAS Finance, HUIT, AdminOps etc.
Financial management: Primarily responsible for all OSS budgets\\finances, including oversight of departmental budgets.
Oversee the planning, budget, forecast, and year-end processes for all OSS units including oversight of Endowment and Gift funds;
Prepare and analyze financial reports and distribute to OSS leaders as needed;
Submit\\review\\approve all reimbursements, payment requests/invoices
Respond to periodic financial inquiries from OSS Dean, OSS Unit leaders, Harvard College or FAS finance office
Oversee all payments, reconciliations, and journal transactions processed by OSS staff in required systems; Concur, B2P, HART\\Oracle etc;
Provide budget guidance regularly and prepare unit leaders, Director of Administration and Dean for budget meetings
Manage staff roles and responsibilities; B2P, HART, Harvard Financials, FinReport
Administrative Operations and Project Management: Serves as member of the OSS Central admin team and manages special projects and other duties as assigned.
Provides advice and support to Director of Administration on key administrative Finance issues including strategic management; budget issues; and long term department goals.
Attends staff and senior staff meetings
Represents the offices at FAS DA meetings and College DA meetings
Propose and implement office processes and policies
Works closely with Assistant Director of Administration for Operations and Human Resources to ensure HR and Operations initiatives align with budgets and fiscal policies
Space Oversight: In collaboration with the Assistant Director of Administration for Operations & Human Resources, oversees space allocation, management, planning, and improvements; facilitates decision making process and prioritization of space planning across OSS units and works closely with Director and Unit heads to understand space needs.
Co-serves as the primary OSS liaison with the College and OPRP, collaborates with senior leadership on space planning and allocation decisions.
Technology Administration: In collaboration with the Assistant Director of Administration for Operations & Human Resources, works to understand technological needs and to streamline operational processes across the OSS, and helps to coordinate information technology usage, improvements, and projects.
Co-Serves as OSS technology liaison for the College and HUIT. Meets regularly with the Director and Assistant Director of Administration for Operations & Human Resources to discuss, resolve, and plan both current and long-term OSS IT and space planning needs and concerns.
Co-leads regular meetings with OSS representatives to cross-fertilize IT best practices, to share information, and to problem solve on business needs/systems enhancements.
Serves as OSS point person for Project Review Board (PRB)
Serves as problem-solving partner with Directors and HUIT on IT departmental projects to facilitate communication and problem-solving across constituents and make sure system enhancements and new IT systems requests are meeting both the business system needs and align within HUIT parameters.
Works closely with FAS Strategic Procurement and HUIT Vendor Management to review contracts for the OSS.
Bachelor's degree required; Minimum of 5 years' relevant work experience
Additional Qualifications and Skills
Knowledge of Microsoft Office Suite, advanced Excel skills
Knowledge of advanced financial administration principles
Demonstrated experience with financial systems and data query tools
Proven ability to oversee the creation and implementation of complex administrative systems
Strong communication skills- verbal and written; ability to influence all levels of staff
Ability to create, understand, and adapt administrative systems
Ability to communicate mission of the program to interested groups and individuals as it relates to finance
Self-directed and results-oriented work ethic
Strong analytical and problem-solving skills
Ability to communicate technical information to a non-technical audience as well as tact, discretion, and the ability to multi-task
Demonstrated ability to take on complex issues and provide creative solutions
Deep commitment to inclusion and ethical values
Interest and experience providing training and coaching to non-experts in the areas of responsibility
The position requires political acumen and the capacity to handle many assignments with sensitivity to priorities, shifting demands, and to consequences
Demonstrated attention to detail, good judgment, discretion, and ability to handle sensitive and confidential information required
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.
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.
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.