Overall Summary: Reporting to the Executive Director of the Harvard-China Project, the Program Administrator performs a wide range of complex and confidential administrative and financial duties that support the mission of the Project. Provides support to the Executive Director to ensure all Project operations are executed on time and within budget. Leads the administrative management of projects and initiatives and coordinates with program partners. Works independently with minimal supervision. Anticipates and resolves problems; updates supervisor on the status of projects and tasks as needed.
This is a 2 year term appointment, with the possibility of renewal.
General administrative duties: Manages and coordinates scheduling and logistics for meetings, appointments and travel. Prepares appointments for visiting scholars, fellows, senior researchers and students. Manages logistical aspects of seminars and occasional major events, including communications, publicity, catering, space, and transportation, and coordination with co-hosting entities. Responsible for travel arrangements and lodging for visiting speakers and, on occasion, research trips to China. Responsible for maintaining office equipment and supplies. Manages building access for visitors. Likely responsible for administrative life-cycle of small summer undergraduate program in China, including pre-admission, admission, pre-departure, and in-country processes coordinated with host organization.
Communications: Updates website content. Manages production of biannual newsletters and other communications materials. Manages social media accounts. Coordinates publicity of events, summer programs, and other activities. Works closely with other members of a communications team, likely including a communications consultant and a freelance translator.
Grant and Financial Support: Responsible for monitoring budgets for several projects. Develops and maintains financial tracking system and provides uptodate information on expenses. Prepares high-level reports for Executive Director and sponsors. Manages subcontracts and, possibly, IRB approvals. Uses Harvard financial systems to process financial transactions, such as reimbursements, invoice payments, corporate card payments, purchasing card transactions, and to manage transactional activities for internal and external vendors. Manages pre and post award grant activities in conjunction with SEAS Research Administration Office.
Other: Accomplishes related duties and takes on new responsibilities in response to changing office needs. Learns new software and systems as needed. Participates in team meetings, and training needed to perform required duties.
This position may require international travel.
SEAS is not able to provide visa sponsorship for this position.
Please submit both a resume and cover letter to be considered for this position.
Please note: This is a 2 year term appointment, with the possibility of renewal.
Commitment to Diversity SEAS is dedicated to building a diverse community of individuals who are committed to contributing to an inclusive environment. Some of our core values include respect for all, serving the greater good, and welcoming individuals from diverse backgrounds, experiences, and perspectives.
Many SEAS employees are eligible for Flexible Work Arrangements, which may be explored during the interview process.
The Harvard John A. Paulson School of Engineering and Applied Sciences serves as the connector and integrator of Harvard's teaching and research efforts in engineering, applied sciences, and technology. Our core tenets are: educating broad-minded students; interdisciplinary research; integration across disciplines; and balancing theory, experimentation and practice to create an unmatched environment for learning and exploration. Through collaboration with researchers from all parts of Harvard, other universities, and industry, we bring discovery and innovation directly to bear on improving human life and society. For more information about us, please visit www.seas.harvard.edu.
Salary Grade: 056
Union: 55 - Hvd Union Cler & Tech Workers
3+ years of administrative experience
Administrative: At least 3 years of program/project management and financial administration experience. Excellent time management and organizational skills. Ability to prioritize work in a fast-paced environment. Must be able to work with interruptions, adapt to change, and respond quickly to last minute requests and changes to calendars, schedules and/or travel. Ability to work independently with minimal supervision, make appropriate adjustments to work flow, demonstrate initiative and problem solve. Strong attention to detail, accuracy, follow-through, and dependability is essential.
Communication: Ability to establish effective work relationships across all levels. Experience working in a customer service oriented and diverse environment. Excellent oral and written communication skills in English.
Financial: Solid working knowledge of basic financial concepts and tools (e.g., overhead, general ledger, reporting, spreadsheet manipulation, and funding types). Grants management preferred.
Technology: Competency using a variety of computer software, including Microsoft Office Suite. Must possess the ability to learn and adapt to new systems quickly, including emerging office technologies and communication tools. Experience with updating websites and using Harvard financial systems, iProcurement, and grant submission is a plus.
Other: Coursework/background in environmental sciences, economics, international affairs, public policy, or related field is helpful. Chinese language skills strongly preferred.
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: 48776BR
About Harvard University John A. Paulson School of Engineering and Applied 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.