Assistant Director of Administration

01-Nov-2022

Harvard Medical School

60490BR

Position Description

HMS MEDscience is an innovative STEM education program that utilizes realistic simulated medical emergencies paired w/ classroom learning. HMS MEDscience’s mission is to address the inspiration & opportunity gap in STEM education by providing hands-on experiences that enhance 21st skills necessary for student success in academics & future careers. Using healthcare as a learning platform, MEDscience immerses students in realistic, dynamic team-based problem-solving simulated medical emergencies, motivating students to think critically & inspire a desire for further education training in STEM & health career professions. MEDscience offers a complex mix of program offerings to students & partners with a wide range of public & private schools w/ a core focus on Greater Boston & the Boston Public Schools.

The Assistant Director of Operations is a key member of the MEDscience team and will report to the Executive Director to provide exceptional financial, budgeting, operational, and administrative systems and support for the program’s core operations. The role requires the ability to proactively identify and act on strategic needs and opportunities, while also executing recurring tasks effectively and adapting to additional requests as needed, often with tight deadlines. The role works independently and as part of a team, and requires excellent organizational, communication, and customer service skills. The strongest candidates will also bring experience and expertise leveraging technology and best practices to improve operations, systems, and processes for our financial, HR, and administrative needs.

This key team member is responsible for multiple, complex and diverse finance and risk management duties, personnel management, program operations, and compliance review. This person serves as a liaison with other departments such as OFF, SPA, OSP, HR, OGC and AAD. Work directly with OSP for all Grant applications/awards for MEDscience; work directly with HMS HR contact for all program personnel/HR needs/issues and onboard all-new program staff.

• Will oversee all human resources functions and operations as well as manage and monitor payroll processes and have oversight of absence management.
• Will develop and manage administrative and departmental policies and systems to provide responsive and efficient service operations within the office and ensure compliance with university policy.
• This key team member will assist the Executive Director with strategic planning and implementation and will update the Executive Director (ED) on the status of policies and projects, advising her on new partnerships, fundraising efforts, and other revenue-generation tactics. Build new program proposals, lead BPS partnership expansion with the HMS MEDscience Boston Public Schools liaison, coordinate the development of School Partnership Proposals for the MEDscience, MEDscience Lab, and teleMED programs.
• This leader will lead MEDscience in fulfilling its commitment to diversity, equity and inclusion in its hiring, staff development, Board and volunteer recruitment, and, especially, in its service to a wide array of increasingly diverse students. This person must have a high level of cultural competency.
• Scheduling: Manages staffing schedules as well as program schedules for 50+ local area schools for the semester and module programming to ensure all simulation rooms are fully utilized. In addition, oversee the scheduling for visits by potential funders and partners.
• Curate new partnerships and develop pricing proposals.
• Will supervise a FT administrative coordinator and LHT/Temp employees.

Basic Qualifications

• Bachelor’s degree or equivalent work experience required.
• Minimum of 5 years’ relevant work experience.

Additional Qualifications and Skills

• The ideal candidate will have a background in HR, finance, and administration.
• Several years of prior administrative experience is necessary. Previous non-profit experience is desirable.
• This person will directly support the work that advances the goals and vision of MEDscience. In order to fulfill these tasks successfully, the ideal candidate must exhibit exceptionally strong judgement, diplomacy, and discretion. Attention to detail, efficient management of priorities, effective communication, and ability to work well with a team that is fast-paced and in a changing environment.
• This team member will work both independently and as part of a team.
• Relevant experience may substitute for the education requirement. Master’s Degree in Management preferred.
• Strong interpersonal, communication, written and organizational skills.
• Experience in leadership and management, past experience in administration, operations and project management.

Additional Information

Commitment to Equity, Diversity, Inclusion, and Belonging: Contact Information strategically, and execute complex plans. Must exhibit sensitivity to cultural differences and have demonstrated the ability to communicate with a diverse group of people.

This is a one-year term position from the date of hire, with the possibility of extension, contingent upon work performance and continued funding to support the position. 

This is an in-person position based on our campus in Boston.

The University requires all Harvard community members to be fully vaccinated against COVID-19 and remain up to date with COVID-19 vaccine boosters, as detailed in Harvard’s Vaccine & Booster Requirements . Individuals may claim exemption from the vaccine requirement for medical or religious reasons. More information regarding the University’s COVID vaccination requirement, exemptions, and verification of vaccination status may be found at the University’s “COVID-19 Vaccine Information” webpage: http://www.harvard.edu/coronavirus/covid-19-vaccine-information/ . 

Please note that we are currently conducting a majority of interviews and onboarding remotely and virtually. We appreciate your understanding.

Harvard University offers an outstanding benefits package including:

• Time Off: 3 – 4 weeks paid vacation, paid holiday break, 12 paid sick days, 12.5 paid holidays, and 3 paid personal days per year.
• Medical/Dental/Vision: We offer a variety of excellent medical plans, dental & vision plans, all coverage begins as of your start date.
• Retirement: University-funded retirement plan with full vesting after 3 years of service.
• Tuition Assistance Program: Competitive tuition assistance program, incredibly affordable classes directly at the Harvard Extension School, and discounted options through participating Harvard grad schools.
• Transportation: Harvard offers a 50% discounted MBTA pass as well as additional options to assist employees in their daily commute.
• Wellness options: Harvard offers programs and classes at little or no cost, including stress management, massages, nutrition, meditation, and complementary health services.
• Harvard access to athletic facilities, libraries, campus events, and many discounts throughout metro Boston.

The Harvard Medical School is not able to provide visa sponsorship for this position.

Job Function

General Administration

Location

USA – MA – Boston

Job Code

359057 Admin Dept/Program Admin

Union

00 – Non Union, Exempt or Temporary

Pre-Employment Screening

Credit, Criminal, Education, Identity

Commitment to Equity, Diversity, Inclusion, and Belonging

We are committed to cultivating an inclusive workplace culture of faculty, staff, and students with diverse backgrounds, styles, abilities, and motivations. We appreciate and leverage the capabilities, insights, and ideas of all individuals. Harvard Medical School Mission and Community Values

EEO Statement

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, gender identity, sexual orientation, pregnancy and pregnancy-related conditions, or any other characteristic protected by law.