Department Administrator

Title: Department AdministratorPosition Type: 03+ Months contract with potential extensions Location: Boston, MA 02115 ONSITE Pay rate: $50/hour on W2NOTE: Previous Harvard experience required. || 7 hours a day/35 hour a week || Hybrid On campus during regular business hours (8-4, 9-5) || Duration through 12/19 with possibility of extension || Top 3 technical or soft skills: organizational and time management skills, adaptability and flexibility, initiativeThe Program Manager will be responsible for temporarily managing one or more established Harvard programs that serve faculty, staff or students. Represents program to public, University community and those served by the program. Ensures that program and service delivery objectives are met while under management. Responsibilities may include, but are not limited to forecasting revenues and expenses, creating a budget for the program, allocating resources from one area of the budget to another with limited review, negotiating with external suppliers, signing contracts of significance on behalf of the program, creating and implementing department systems, practices, policies and procedures, and developing and maintaining internal and external constituent relationships. The Manager will maintain and use files, records, materials and digital content about the program. Candidate should have 3+ years of program management experience in a large scale, complex higher education or non-profit setting.Job Description: General Administration Description: Oversee the day-to-day activities and workflow within RDBS, while providing high level administrative support to the Chair. Direct the work of department support staff. Serve as the main point of contact and liaison for the department Troubleshoot departmental issues and resolves problems for students, faculty and staff. Provide assistance and guidance to faculty and staff regarding administrative matters and resources. Coordinate travel, catering, room bookings, and communications for faculty and guestsResearch Administration & Grants Coordination Description: Collaborate with faculty and the Grants Office to support research planning and submissions Coordinate with central offices on grant submission logistics and approvals Maintain documentation and support post-award tracking, including expense reconciliation and reporting Serve as liaison between faculty, department, and Principal Investigator (PI) Help prepare and organize required documentation for grant proposals and internal funding submissionsBudget Oversight Description: Oversee the departmental operating budget Approve transactions and allocate resources with Chair approval Provide financial reporting to Program Directors Monitor accounts for RDBS, Endodontics, Prosthodontics, and Implant divisionsContinuing Education (CE) Logistics & Reporting Description: Coordinate logistics for all RDBS continuing education (CE) programs Partnered with HSDM Communications and an external vendor to launch new CE marketing materials Improved visibility and outreach of RDBS CE offerings Contributed content, reviewed drafts, and ensured alignment with program goals and branding Liaise with internal departments and external vendors Complete post-course close-out reports in collaboration with the CE Department Ensure CE program compliance and operational efficiencyFaculty Affairs Coordination Description: Serve as primary contact for all faculty appointment and onboarding processes Liaise with the Office of Faculty Affairs (OFA) on RAAP, TRAAP, promotions, and appointments Oversee dossiers, appointment letters, and reappointment submissions Support recruitment, onboarding, and promotions from pre-college to professor level Outreach to faculty regarding univ reporting (i.e. COI)

Created: 2025-09-23