"Director of Administration and Finance"

Job Summary

Harvard Forest is a research center within the FAS Division of Science at Harvard University and a leading institution for research in ecology, conservation, and land use history. Located in Petersham, Massachusetts, approximately 70 miles west of Cambridge, Harvard Forest encompasses 4,000 acres of woodlands, fields, and research sites dedicated to the study of forest ecosystems. As an ecological research site, Harvard Forest provides a dynamic environment for scientists, students, and collaborators from around the world to explore pressing environmental questions.

The Director of Administration and Finance reports to the Director at Harvard Forest and plays a key leadership role in the strategic and operational management of the organization. This position oversees the financial, administrative, and human resources functions of Harvard Forest, ensuring the effective allocation of resources to support its mission of research, education, and outreach. The Director works closely with senior leadership to implement best practices in departmental operations and serves as a key liaison between the Harvard Forest Community, Harvard University central Offices, and external partners.

Job-Specific Responsibilities

Administration & Operations

• Lead and develop administrative strategies that align with the mission and strategic goals of Harvard Forest.
• Establish policies and procedures to enhance organizational efficiency, financial sustainability, and compliance with university and external regulations.
• Serve as a liaison between Harvard Forest and university administration, ensuring effective communication and alignment with institutional priorities.
• Support strategic planning efforts, including long-term financial forecasting and operational improvements.
• Oversee administrative aspects of on-campus housing, conference space, office space, and equipment, including financial oversight, space allocation & assignments, asset management, and operational efficiency.

Human Resources & Staff Development

• Oversee a team of 4 direct reports, including a Department Coordinator, Financial Associate, Accounting Assistant, and Sponsored Research Administrator.
• Responsible for processing staff and academic appointments including postdocs, associates, visiting scholars, Bullard Fellows, and other fellows, which includes working with the Office of Faculty Affairs on academic appointments, HR for staff appointments, working with Harvard International Office for international or visa requirements.
• Working closely with central human resources, serve as the HR lead for Harvard Forest (25+ staff and scholars), by providing guidance on recruitment, hiring, onboarding, performance management, and staff development.
• Advise and support conflict resolution, performance improvement plans, and disciplinary actions as needed.
• Partner with Harvard’s HR department to ensure compliance with university policies and labor laws.
• Promotes diversity, equity, inclusion, and belonging (DEIB) initiatives within the organization.
• Ensure appropriate training and certifications for relevant staff, including CPR, vehicle safety training, and other workplace safety requirements.
• Manages confidential files and employee personnel records.

Finance & Budgeting

• Oversee Harvard Forest’s financial operations, including budgeting, accounts payables, accounts receivable, long-term financial planning, financial reporting, and resource stewardship.
• Develop and implement financial policies to ensure compliance with Harvard University guidelines and external funding requirements.

Sponsored Research Administration

• Oversee administrative support related to research funding, including providing administrative oversight during proposal development, budget preparation, and compliance with funding requirements.
• Lead coordination of research operations needs for research projects at Harvard Forest. This includes: working with scientists and faculty to understand the scope and requirements of research conducted on-site; collaborating with the Manager of Land Use and Facilities at HF to assess time and labor needs, utility usage, and associated costs; evaluating housing or space usage and ensuring appropriate cost allocation during the planning stage of research projects.
• Identify funding opportunities for major projects, infrastructure improvements, and operational needs.
• Support faculty and research staff in navigating administrative processes related to grants and sponsored research.
• Ensure adherence to university, state, and federal regulations related to research and research administration policies.

Working Conditions

This position will be based in Petersham, MA but may require occasional travel to Cambridge, MA, roughly 2-3 times per month. The position will be 100% on-campus for the first 90 days and then there is opportunity for a hybrid schedule for 1-2 days remote with Director in Residence's permission.

Qualifications

Basic Qualifications

• Must possess at least eight years of progressively responsible administrative management experience, including staff supervision, financial management experience in an academic or research environment.

Additional Qualifications and Skills

• Master's degree strongly preferred
• Demonstrated experience in Financial Management including Sponsored Research Administration
• Project Management and Operations Experience including involvement with building repairs or renovations
• Strong quantitative, analytical and supervisory capability
• Effective interpersonal and written communication skills
• Ability to work with all constituents with tact and discretion
• Ability to balance shifting priorities and to work independently
• Experience with Harvard's financial and human resource systems
• Interest in the research, educational, and conservation mission of Harvard Forest
• Knowledge of experimental and safety procedures for environment containing dangerous mechanical equipment, and potentially hazardous chemical, biological, and radioactive materials

Additional Information

• Standard Hours/Schedule: 35 hours per week
• Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position
• Pre-Employment Screening: Identity, Criminal, Motor Vehicle Record
• Work Format Details: This is a position that is based at a Harvard campus location with some remote work options available. All remote work must be performed within one of the Harvard Registered Payroll States
• Salary Grade and Ranges: This position is salary grade level 058
• Benefits: Harvard offers a comprehensive benefits package including generous paid time off, medical insurance, retirement plans, and more