Project Administrator

Company Description

By working at Harvard University, you join a vibrant community that advances Harvard's world-changing mission in meaningful ways, inspires innovation and collaboration, and builds skills and expertise. We are dedicated to creating a diverse and welcoming environment where everyone can thrive.

Why join Harvard Medical School?

Harvard Medical School's mission is to nurture a diverse, inclusive community dedicated to alleviating suffering and improving health and well-being for all through excellence in teaching and learning, discovery and scholarship, and service and leadership.

You’ll be at the heart of biomedical discovery, education, and innovation, working alongside world-renowned faculty and a community dedicated to improving human health. This is more than a job - it’s an opportunity to shape the future of medicine.

Job Description

As an integral member of a small team, the Project Administrator (PA) supports the activities, initiatives, and goals of the Dean's Office through timely management of projects and assignments across a robust portfolio. The PA functions as the project administrator for the Dean's Office and serves as a trusted advisor and strategic partner to the Chief of Staff (CoS), providing insight and evidence for decisions and driving organizational success. The PA is considered the CoS's deputy, extending their reach and impact on behalf of the Dean. This individual works on a wide array of complex and confidential activities — from drafting agendas and managing projects to supporting dean-level recruitment activities. The position requires exceptional judgment, discretion, and poise under pressure while producing high-quality deliverables.

The PA assumes full ownership of Finance and Budget responsibilities for the Dean's Office, serving as a Level 4 Approver (up to $50,000). This includes reviewing, validating, and authorizing transactions for compliance and accuracy; approving purchase orders, requisitions, corporate card reports, and procurement card (pcard) reports coded to account 47910 in Concur; and drafting the annual budget. The PA serves as the Finance Chart of Accounts (COA) final approver for the department.

The PA assumes full ownership of Faculty Council operations, including agenda setting, communications and management of the chair and co-chair, monitoring of the FC email inbox, Zoom coordination (polls, breakout rooms), drafting talking points for chairs, planning meeting content and breakout discussions, inviting and managing speakers, overseeing the annual election process (February/March FC Vice-Chair Election communications and Qualtrics voting), communicating with FC members, maintaining all historical FC documentation, and managing the Docket Committee.

The PA leads and manages a robust portfolio of events and meetings, including Faculty of Medicine meetings, Faculty Council Welcome Dinner, State of the School, Dean’s Community Breakfasts and Quad Faculty Meetings.

The PA also manages the CoS calendar, coordinates meetings on behalf of the CoS, and monitors the Dean's Office shared email. The PA serves as the owner of the shared drive, maintaining organization and ensuring all materials are current. The PA maintains office documentation including policies, handbooks, and onboarding materials; maintains office record keeping including membership lists, historical agenda tracking, and filing systems. This position serves as primary back-up to the Dean's Executive Assistant and to the Assistant Director, and performs other duties as required of a small team.

As part of your application, we recommend including a cover letter that will help us better understand your qualifications and background. This can provide valuable insight into your experience and interest in the role.

Qualifications

Basic Qualifications:

• Bachelor's degree required.
• Minimum 5 years of administrative experience in a complex academic, research, institutional environment, or related experience.

Additional Qualifications and Skills:

• Demonstrated experience with financial systems and budget management; experience with Concur or comparable approval systems preferred.
• Strong project management skills with ability to manage multiple complex priorities simultaneously.
• Exceptional judgment, discretion, and ability to handle highly confidential information.
• Excellent written and verbal communication skills.
• Proficiency with Microsoft Office Suite, Zoom, and shared drive management.
• Experience with governance or faculty committee administration a plus.

Additional Information

• Standard Hours/Schedule: 35 hours per week. Hybrid. Some evening availability required for Faculty Council meetings and Dean's Office events.
• Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position.
• Pre-Employment Screening: Identity, Education, Credit, Criminal
• Staying Informed About Your Application: Due to the high volume of applications, we may not always be able to reach out right away, but you can track your status anytime through the Careers@Harvard portal.