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Director of Administration and Facilities  |  Director's Assistant  

Note: Bullard Fellowship applications open on Oct. 1.

Director of Administration and Facilities

Duties & Responsibilities

Reporting to the Director of the Harvard Forest, with a dotted line to the Administrative Dean for Science, the Director of Administration assists in the management of Harvard Forest and the application of its resources, funding and personnel to the advancement of its mission of research, education, and outreach. Together with the Faculty Director, leads the Forest in the development and implementation of best practices in all departmental operations and is responsible for all department functions including: budget and business operations, human resources, research policy and compliance, sponsored research administration, research operations, long-range planning, informational technology and environmental health and safety.  

Responsible for all building and grounds, including maintenance, renovations, and major projects; coordination of Forest Operations safety. Project manager on facilities, IT and/or research site projects needing coordination between facilities crew, IT staff, Harvard University and financial resource teams. Responsible for creating systems and policies to enhance coordination and communication among Director, Senior Scientists, other staff and many parts of Harvard University.  Analyzes and synthesizes information and produces reports and recommendations on behalf of the Forest for internal and external constituents. Contributes to committees and working groups at School and University level as needed. Together with the Director, serves as liaison to the Cambridge Campus including other departments and partner organizations and with all collaborators and the local communities and attend relevant meetings and events. Participates in planning efforts that affect the academic, quality of life and scientific mission of the Forest. 

HR 
Builds, develops and manages a highly effective, innovative and diverse team consisting of 11 direct reports and providing HR support and guidance to 25+ additional HF staff and scholars. Facilitate hiring including recruitment, interviewing, and onboarding of new staff. Leads, communicates and monitors performance expectations and manages performance improvement and disciplinary actions, including terminations. Provides staff development and mentorship.

Finance 
Oversees the financial management of the Forest including: financial reporting and long-term planning, the annual budget process, implementation of policies and procedures, stewardship of restricted resources, and implementation of new financial and administrative systems. Establish policies and charges for housing, board, office, equipment, and lab use. 

Sponsored Research 
Assist as needed with all aspects of proposal preparation and post award oversight. Research and identify opportunities and draft proposals for physical plant funding and major projects to submit on behalf of Department.  

Facilities 
Senior manager for the Harvard Forest physical plant including 4000 acres of land; 40 miles of woods roads; 19 residential units including 3 dorms with 49 beds (45,000 sf); 55,000 sf of administrative, lab, museum, library/archive space plus mechanical facilities; fleet of 17 vehicles and heavy equipment; saw mill; and multi-spurred primary electrical line running 1.5 miles into the woods to support experiments and facilities operations. 

Chief Safety Officer 
Ensure compliance with University, federal, state, and local policies and regulations including environmental protection, workplace safety, emergency evacuation, state building code, public water operations testing schedule and standard compliance, landlord/tenant relations, and food permitting.  

Property Manager  
Ensure buildings, grounds and residences are maintained and in exemplary order as reflects the institutional mission.  Oversee acquisition and distribution of furniture, fixtures and equipment.  Assist in long-term planning  regarding facilities, grounds, and properties

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

• 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

Learn more and/or apply for the Director of Adminstration and Facilities job

 

Director's Assistant

The Harvard Forest is now accepting applications for exceptional candidates for the role of Director’s Assistant. The successful candidate will have excellent organizational skills with particular ability to prioritize work in an environment with multiple and conflicting priorities.

Duties and Responsibilities:

Candidates should have the ability to work independently with minimal supervision, have an extremely high degree of attention to detail and intermediate competency using a variety of computer software, including Microsoft Office Suite products and emerging office technologies and communication tools. As a member of the Harvard Forest administration team, the Director’s Assistant will immerse themselves in support of the mission of the Harvard Forest, specifically providing day-to-day operational support for the Director. Those duties include but are not limited to: Academic Support 

  • Executes a broad range of technical systems in supporting teaching, research, and publications and grants, including: word processing, database management, spreadsheets, graphics and presentation software, electronic calendar, email, and other technical/scientific applications. 
  • Uses Internet, may include web maintenance and design; 
  • Clerical Support – keyboarding, composing and editing letters, reports, lecture/course materials, presentations. 
  • Prepares copy for publication or submission of grant proposals and/or reports. 
  • Establishes office procedures.; Filing and Record Keeping – Creates and maintains complex filing systems for correspondence, documents, and research materials; 
  • Admin Support –order materials and supplies, handle a wide range of information dissemination. May be responsible for obtaining permissions and copyright registration; 
  • Research – assist with Director’s research in history, ecology and conservation through web-based study and travel to libraries, archives and repositories.  Collect and synthesize materials; 
  • Transcription Services – take thorough and detailed notes during meetings, transcribe field notes and research-relevant documents ; Document maintenance – maintain and update Director’s bibliographies, CV, web page and other relevant documents; Book Projects – creating/editing/assisting in the production of online and published books on various topics, including historical documentation; 
  • Archiving – provide a conduit between the Director’s files and research and the Harvard Forest Archive, developing a familiarity with appropriate archival procedures and archival supplies; 
  • Mailings – packaging and sending out reports, books, maps, and other miscellaneous documents; 
  • Database Management – using the various applications for database entry and management including civiCRM for contact management and Photoshelter for photographs.; 
  • Travel Arrangements – Book hotels, flights and transportation for the Director to events, meetings and conferences; 
  • Prepares and produces financial reports using on-line financial systems, such as reimbursement for travel, corporate cards, HU Purchasing card, etc. Assists in preparation of spreadsheets for budget, grant or contract, including tracking and maintaining expenditures and reconciling accounts; uses budget tool. 
  • Draft acknowledgment letters for donations and keep the gifts database updated; 
  • Coordinate Events – book the proper facilities for events, plan and arrange for any food/beverages as needed. Assist in various celebration events throughout the year; 
  • Contributes to unit effort by accomplishing related duties as required; Answers and routes phone calls, mail and e-mail messages and may handle wide-range information dissemination. May assist in training, scheduling, and distributing work of students, casuals, or temporary staff.

 Apply for the Director's Assistant Position

Harvard Forest Diversity and Inclusion Statement

Harvard Forest is committed to establishing and maintaining a diverse and inclusive community that collectively supports and implements our mission: the investigation, understanding, and communication of the ways in which physical, biological, and human systems interact to change our Earth.  All should feel that they are critical members of the Harvard Forest community—whatever their identities—while working, studying, visiting, or living here.  We will welcome, recruit, develop, and advance talented staff, students, and visitors from diverse backgrounds, and strive to ensure that all are included in our mission.

Learn more about our work in diversity and inclusion.