Department Administrator/ Administrative Program Manager at The Planet Group

$40-50/hr 
 

Department Administrator/ Administrative Program Manager 
3-month contract
Boston MA 


Must Haves: 

• Bachelor’s degree in Business management/related field or equivalent work experience required
• 3+ years of relevant work experience
• Strong computer skills and proficiency in Microsoft Applications and web-based applications
• Ability to work with a diverse population is crucial.
• Ability to take initiative and be proactive is crucial.
• Familiarity with Visa processing/documentation. 
   

Preferred: 

• Master’s degree in project management or business administration preferred.
• Previous experience in an academic setting is highly desired. 
• Supervisory experience strongly preferred. Grant administration experience strongly preferred. 
• Web management content experience is preferred. 

Job Description:
General Statement of Duties: The Department Administrator (DA) provides administrative leadership to the department; 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. Serving as the main point of contact and liaison for the department, the DA troubleshoots departmental issues and resolves problems for students, faculty, staff, and postdocs. In addition, the incumbent provides guidance to faculty and staff regarding administrative matters and resources. The DA also contributes to the strategic planning process with the Chair.

• 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 the Department.
• 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.
• Contributes to a culture of inclusivity and respect.
• Performs other related duties as assigned or requested.

Required Qualifications 

• Bachelor’s degree in Business management/related field or equivalent work experience required
• Minimum of 3 years’ relevant work experience
• Strong computer skills and proficiency in Microsoft Applications and web-based applications
• Strong communication skills (written and verbal) and interpersonal skills with excellent attention to detail
• Exceptional organizational skills are necessary along with the ability to use independent judgment and discretion and prioritize competing deadlines
• Candidate must be flexible, can work independently, and able to function in a fast-paced environment with minimal supervision.
• Ability to perform the essential functions of the position with or without reasonable accommodation.
• Ability to successfully pass a comprehensive background check at hire.

Additional Preferred Qualifications  

• Master’s degree in project management or business administration preferred.
• Previous experience in an academic setting is highly desired. 
• Supervisory experience strongly preferred. 
• Grant administration experience strongly preferred. 
• The ability to work with a diverse population is crucial.
• Ability to take initiative and be proactive is crucial.
• Web management content experience is preferred. 
• Familiarity with Visa processing/documentation. 
• Harvard experience strongly preferred.

Working Conditions

• May be required to work with/near a variety of hazardous materials.
• May be required to sit and/or stand for extended periods.