Harvard University T.H. Chan School of Public Health
Application
Details
Posted: 18-Nov-21
Location: USA - MA - Boston
Type: Full-time
Salary: Open
Internal Number: 56354BR
The Office of Communications serves as the primary information resource for Harvard Chan School, producing daily news coverage, an award-winning magazine, high-profile events, and a wide variety of digital content. Our office also supports departments, centers, faculty, students, and staff across the School in clearly communicating important public health research and Harvard Chan news.
The Associate Director of Finance and Administration plays a critical role within the Office of Communications by developing and executing the many processes and procedures that are foundational to building an efficient, effective team. While some of these duties are fairly routine, others are complex and require developing new approaches in areas where no pre-existing protocols exist. The Associate Director will be expected to work with a high degree of autonomy and independence, with support as needed from the Communications team and consultations from analogous roles in other departments, such as the Office of External Relations.
Among other core duties, the Associate Director manages budgeting processes, including expense reports and financial analysis; works with the events team to facilitate smooth administration of major events; works with the Office of the General Counsel to draft and execute contracts with partners and sponsors; handles the financial and logistical components of marketing strategies for the magazine and events team; and handles HR processes for employees and freelance contributors.
This is a new position, brought in to handle the growing demand for financial and administrative support as the Office of Communications expands. The Associate Director will report to and work closely with the Vice Dean for Strategic Communications and may also work with other senior members of the team, including the Chief Communications Officer, the Executive Director of Studio Programming, and the Editor-in-Chief of Harvard Public Health Magazine.
Additional duties and responsibilities include, but are not limited to, the following:
Finance:
Budgeting and Planning: Manage budgeting processes and provide financial data and analysis, including running monthly budget reports and gathering and analyzing information to support forecasting and future planning.
Contracts: Work with the Office of the General Counsel, the Office of External Relations, and others across the University, as needed, to draft and execute scopes of work and contracts with vendors, partners, and sponsors. Such contracts may range widely; examples include a nonprofit foundation sponsoring reporting in Harvard Public Health magazine; a media outlet partnering with our events team to livestream and promote an event; or a vendor contracting to help the events team plan and execute a major conference. Smaller-scale contracts may involve the rights to use video or photo clips in our news coverage or during events. We will have existing templates for some contracts but others will be new; the Associate Director will be expected to work with relevant partners in the School to identify key features of such contracts and draft early versions for review by the Office of General Counsel.
Marketing Logistics: Work with the magazine and the events teams to execute the financial and logistical components of marketing strategies, which may involve sponsoring public health conferences; buying paid social media promotions; advertising in media outlets; ordering and distributing swag, such as branded mugs or T-shirts; or other strategies as they arise.
Ticketed Events: Support the events team in the administration and execution of ticketed events, such as webinars and conferences, put on by the magazine or other parts of the School. Guide on best practices for these events; provide logistical, administrative, and financial support.
Financial Systems: Process and approve expenditures with accuracy and in compliance with University and Harvard Chan policies, including monthly corporate card reconciliation, reimbursements, procurement requests, and vendor and freelancer payments.
Financial Policies: Serve as the principal source of information and guidance for our team on spending policies. Ensure that our office complies with University standards for processing credit card data.
Administration:
Human Resources: Handle key processes and offer guidance to the team on activities including posting open jobs, onboarding new full-time and temporary employees, processing exiting employees, implementing pay changes, approving reported time and absences, and supporting performance management. Support and guide the team on issues involving independent contractors; work with and handle invoices from freelancers from around the world in compliance with University policies and best practices. Protect the security of confidential information. Remain current on University policies and regularly update the communications team on any changes in processes or protocols.
Trademark Compliance: Work with appropriate University authorities to ensure compliance with University regulations on all use of the Harvard Chan name and logo in conjunction with partner organizations and promotions.
Office Communications: Work with leadership of the Office to ensure strong communication and morale among team members, especially during remote and hybrid work.
The Associate Director will also perform other duties and work on special projects as assigned.
PLEASE NOTE: Applicants wishing to be considered for this position must include both a resume and cover letter.
PLEASE NOTE: The primary work location for this position is Boston, MA and in order to be on Harvard payroll, you must reside in one of the following states – MA, NH, RI, ME, CT, VT, NY, MD, or CA. We are also working primarily remotely at this time due to the COVID-19 pandemic. Until our return to campus, which is anticipated to begin in fall 2021, this interview process and position will be conducted virtually – including virtual interviews, remote onboarding, and remote work. The remote nature of this position is only temporary. Local, on-campus work will be required as a condition of continued employment once the School and this role return to an operational status that supports it. The Harvard T.H. Chan School of Public Health will support flexible work schedules upon this return, subject to individual departments' business needs.
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Harvard University offers an outstanding benefits package including:
Time Off: 3-4 weeks paid vacation, paid holiday break, 12 paid sick days, 12+ paid holidays, and 3 paid personal days per year.
Medical/Dental/Vision: Excellent and affordable medical, dental & vision plans, with coverage beginning as of an employee's start date.
Retirement: University-funded retirement plan with full vesting after 3 years of service.
Tuition Assistance & Reimbursement Programs: $40 per class at the Harvard Extension School, discounted options through participating Harvard graduate schools, and reimbursement options for accredited schools outside of Harvard.
Transportation: 50% discount on MBTA passes, as well as additional options (rideshare, biking, etc.) to assist employees in their daily commute.
Wellness & Professional Development: Programs and classes at little or no cost, including stress management, hard & soft skills development, career planning, massages, nutrition, meditation, and complimentary health services. Additionally, access to Harvard athletic facilities, libraries, campus events -- and many discounts for various cultural and leisure activities throughout metro Boston.
Join the Harvard T.H. Chan School of Public Health to support our mission of health research and education, and to be a part of the oldest institution of higher learning in the country!
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The Harvard T.H. Chan School of Public Health does not provide visa sponsorship, now or in the future, for staff positions.
Harvard University requires pre-employment reference checks and background screenings.
This position has a 90 day orientation and review period.
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Harvard will require COVID vaccination for all Harvard community members. Individuals may claim exemption from the vaccine requirement for medical or religious reasons. More information regarding the University's COVID vaccination requirement and exceptions may be found at the University's
About Harvard University T.H. Chan School of Public Health
The Edmond J. Safra Center for Ethics at Harvard University seeks to strengthen teaching and research about pressing ethical issues; to foster sound norms of ethical reasoning and civic discussion; and to share the work of our community in the public interest.
Widespread ethical lapses of leaders in government, business and other professions prompt demands for more and better moral education. More fundamentally, the increasing complexity of public life - the scale and range of problems and the variety of knowledge required to deal with them - make ethical issues more difficult, even for men and women of good moral character. Not only are the ethical issues we face more complex, but the people we face them with are more diverse, increasing the frequency and intensity of our ethical disagreements.
Given these changes in the United States and in societies around the globe, the Center seeks to help meet the growing need for teachers, scholars, and leaders who address questions of moral choice across many of the professions and in public life more generally, and promotes a perspective on ethics informed by both theory and practice. We explore the connection between the problems t...hat professionals confront and the social and political structures in which they act. More generally, we address the ethical issues that all citizens face as they make the choices that profoundly affect the present and future of their societies in our increasingly interdependent world.
