The Department of Oral Health Policy and Epidemiology (OHPE) is the nexus of dentistry, medicine, and public health which broadens the perspective and impact of global and community health practice and policy through education, research, and leadership. Our faculty and students, with community stakeholders and oral health professionals, drive collaborative, interdisciplinary, and innovative approaches to achieve oral health equity and wellbeing for all.
In general, the Department Administrator provides administrative leadership to OHPE; serves as strategic partner and advisor to the Chair and keeps them informed as appropriate; and ensures the efficient management of all administrative functions, including budget and finance, grants management, departmental policy development and implementation, program management, academic appointments and related human resources functions in support of departmental and School-wide initiatives. Additionally, the Administrator serves as the human resources contact for department personnel, HSDM HR and HUCTW, as appropriate.
Specific responsibilities include but are not limited to:
Directly supervises staff members and collaborates with appropriate staff on policy interpretation; develops policies, processes and procedures to improve departmental operations; negotiates and addresses issues with vendors over terms of agreements; and creates and drafts departmental policy memos as needed.
Directly manages the department budget from development through approval, forecasts budget surpluses and deficits, signs off on transactions, independently allocates resources between budget lines, processes department finances and reimbursements, orders administrative and lab supplies, and monitors spending throughout the year.
Manages pre-award grant submissions for faculty Principal Investigators (PIs). Acts as the liaison between the PI and the grants team to ensure all documents are completed as required and in a timely fashion. Works with faculty on managing grant and gift awards, monitors spending throughout the year, and collaborates with the grants team in Administration and Finance on post-award set up and grant management.
Manages departmental faculty appointments and re-appointments from visiting pre-undergraduate students up to full professors. Oversees all faculty promotions, including calls for letters, drafting of promotion dossier and management of the promotions process. Develops and oversees all searches, including position requests, advertisements, search procedures and processes, and interviews.
Oversees all visas for faculty and researchers, works with HIO to acquire visas for incoming researchers, monitors the status of all visas, and assists with extensions, waivers and new visa applications.
Manages onboarding for all new departmental personnel and oversees termination documentation for departures. Partners with other departments throughout the School to complete responsibilities related to OHPE.
Additional responsibilities include but are not limited to calendar management, travel arrangements, CE course management, planning and managing departmental events and managing various faculty special projects, as needed.
The Harvard School of Dental Medicine values diversity among its faculty, staff, and students, is strongly committed to building a culturally diverse intellectual community, and strongly encourages applications from women and minorities.
The Harvard School of Dental Medicine reserves the right to add or change duties as dictated by business needs.
Harvard School of Dental Medicine is not able to provide visa sponsorship for this opportunity.
Salary Grade: 056
Union: 00 - Non Union, Exempt or Temporary
Bachelor's degree in business management or related field with a minimum of three + years of progressive administrative management experience providing high level administrative management and support. Supervisory experience required.
Master's degree preferred. Must demonstrate strong leadership skills with a team-based attitude; the ability to work with a diverse population is crucial. Must be able to work well in a small office setting; the desire to be resourceful is vital in this position; exceptional organizational skills are necessary; ability to use independent judgment and discretion; capacity to multi-task and prioritize competing deadlines; ability to take initiative and be proactive. Strong communication skills (written and verbal) and interpersonal skills, knowledge of Microsoft Applications and computer skills are essential. Candidate must be flexible, work independently, and able to function in a fast-paced environment with minimal supervision.
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: 54029BR
About Harvard University School of Dental Medicine
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.