Associate Director for Administration
Duties and Responsibilities
Associate Director for Administration, Office for the Arts at Harvard
(OFA). Senior management team member responsible for significant
organizational planning, financial, human resources, and operational
management. The Associate Director is also a knowledgeable strategic
partner with OFA’s arts faculty and staff. Must be open to new ideas,
enthusiastic about collaboration, thrive in a creative environment and
have a demonstrated commitment to the arts and arts in education.The Office for the Arts is committed to equity, diversity and inclusion. Applicants from populations underrepresented in the arts administration fields are strongly encouraged to apply. Full-time. Reports to the Director of the Office for the Arts.
Budgeting and fiscal management:
Directs and develops the OFA budget and finances in close coordination
with OFA and College colleagues. Monitors operational expenses and
revenues, conducts financial analyses (including multi-year plans),
manages financial closings, provides sophisticated strategic counsel to
the Director. Includes strategic use of unrestricted, gift, and endowed
funds, and appropriate use of fund terms. Manages external grants as
they occur. Responsible for department’s business relations and best
practices, ensuring compliance with and understanding of University,
FAS, and College financial and payroll policies, upholding tax
guidelines, reimbursements requirements, fund and gift management.
Ensures that OFA staff is trained in university policies and systems.
Provides routine and responsive reporting to Director and program
contacts. Manages vendor agreements. Ensures timely and accurate
accounts payable, receivable, vendor approval, and payrolls (weekly,
bi-weekly, and monthly).
Support and guidance to staff and faculty artists/educators and arts managers
helping shape strategic and financial considerations to benefit their
art form/unit objectives, education of Harvard students, special
projects, and efficient and compliant administration of their programs.
Includes guidance on external grants.
Serves as department lead in designing and fostering a productive,
effective and diverse team. This includes enacting recruitment,
onboarding and training programs, serving as liaison with FAS Human
Resources, and working with OFA managers on performance management,
payroll, benefits, and other related functions. With Director, creates
or adjusts positions in concert with strategic goals. Participates in
senior searches. Recommends and implements program reorganizations.
Writes job descriptions, processes appointments, oversees leaves,
layoffs, and termination. Oversees diversity recruitment. Monitors
department compensation and job grade equity. Oversees annual exempt
salary increase program and Performance Management compliance and
reporting. Works with Director, Faculty Affairs, Department of Music,
and Theater, Dance & Media Concentration regarding OFA faculty
and/or staff. Serves on Harvard College H-R Committee.
Supervises staff who manage centralized functions: Technology and
Operations Manager (building security, liaison with FAS Physical
Resources and Planning, in-house IT), Financial Coordinator, and Office
Manager. Negotiates artist contracts, working with artists, artist
management, OFA program units, and Office of General Counsel, and
expedites grant proposals through Office for Sponsored Programs. Upholds
department and University commitment to environmental sustainability in
all OFA practices. Responsible for local strategy on capital projects.
Attends FAS and College Administrators meetings; serves on various
degree and 5+ years of progressively responsible financial management
and general administrative experience in the arts and/or educational
•Significant supervisory experience
financial planning, budgeting, transactional (including payroll,
Accounts Payable and Receivable) and analytical skills/experience.
•Proven track record of success with customer service and constituent relations
•Human Resource/Performance Management experience, including searches, hiring and termination, and recruitment
•Knowledge of and experience in the arts and/or education professional sectors
•Enthusiasm for the OFA’s mission
•Ability to work constructively with arts colleagues not trained in finance
interpersonal skills and ability to interact effectively with all
levels of the University and with external organizations; enthusiastic
and approachable work style.
•Ability to make priorities and manage multiple projects in a fast paced environment while maintaining close attention to detail
•Excellent problem solving, communication, and organizational skills
•Strong computer skills, including intermediate level proficiency with Microsoft Office Suite with a focus on Excel
•Knowledge of Harvard’s Oracle financial systems
•Ability to handle confidential information with discretion and professionalism
to the arts and in fostering creativity in an institution of higher
learning. Deep understanding of various art forms to provide insightful
support and guidance to artist-faculty and arts managers.
•Comfortable and adept with student relations
•Experience with Fund management
•Ability to juggle a wide range of arts and business topics
•Ability to handle brisk workload and also guide and coach workflow, tone, and performance of direct reports
•Ability to anticipate and adapt to evolving business practices
Associate Director must be facile in a higher education setting, and
comfortable interacting with and working productively alongside faculty,
staff and students. The Associate Director must have high-level written
and oral skills
closely with Director and in partnership with OFA colleagues and
Harvard administrators to ensure commitment to the OFA mission and core
values, in the support of the mission of Harvard College, the Faculty of
Arts and Sciences (FAS), and the University. Guides staff and faculty
colleagues in their vision for innovative artistic direction and deep
educational engagement for students, Harvard employees, and public
audiences. Represents OFA at Harvard and externally professionally.
Serves on OFA’s Senior Management Team and College and Institutional
committees at the request of the Director.
include: Learning from Performers visiting artist program, Ceramics,
Dance, music ensembles, theatrical projects and theater venue
management, ARTS FIRST (annual university-wide arts festival), student
grants and instructional subsidies, support of arts in the undergraduate
Houses, and unique projects. The OFA works closely with units across
the University; this position works with the Director to facilitate
these collaborations. The OFA, excluding its affiliated department of
Memorial/Lowell Hall Complex, is comprised of approximately 26 exempt
and non-exempt staff, 4 Senior Lecturers, and 45 part-time instructional
Arts, General Administration
How To Apply:
Qualified candidates please apply at https://bit.ly/2NMZIid
September 05, 2019
About this Organization:
for the Arts at Harvard (OFA) supports student engagement in the arts and
integrates the arts into University life. Through its programs and services,
the OFA teaches and mentors, fosters student art making, connects students to
accomplished artists, commissions new work, and partners with local, national,
and international constituencies. By supporting the development of students as
artists and cultural stewards, the OFA works to enrich society and shape
communities in which the arts are a vital part of life.