Job Summary:
Founded in 2016, the Human Flourishing Program at Harvard's Institute for Quantitative Social Science (IQSS) aims to study and promote human flourishing, and to develop systematic approaches to the synthesis of knowledge across disciplines. The Program Administrator of the Human Flourishing Program reports to the Executive Director and works in collaboration with the Faculty Director and Human Flourishing Program staff. The Program Administrator will be responsible for the day-to-day management of the Program’s administrative needs including liaising with relevant Institute for Quantitative Social Science and Harvard T.H. Chan School of Public Health administrative staff, university policy/process navigation, program financial tracking, human resource process navigation, office management, administrative support, and other related duties as assigned. This position is the primary staff member focused on Program administrative activities.
Job-Specific Responsibilities:
Financial Operations
- Manages day-to-day financial operations for the Human Flourishing Program, including: entering, tracking, and reconciling invoices, reimbursements, purchasing card transactions, and vendor payments in Harvard financial systems.
- Monitors program budget and sponsored research accounts in collaboration with the IQSS Finance and Sponsored Research teams, prepares regular financial reports for the Executive Director and Faculty Director, flags variances, or potential overruns, and recommends adjustments as needed.
- Ensures compliance with Harvard, Faculty of Arts and Sciences (FAS), Institute for Quantitative Social Science (IQSS), Harvard T.H. Chan School of Public Health (HSPH), and sponsor policies for allowable costs, documentation, and approvals.
Appointment Processing
- Manages end-to-end administrative processes for staff and academic appointees in the Human Flourishing Program, including initiating staff recruitments with the IQSS HR team, scheduling interviews, assisting in the formulation of job descriptions, tracking staff renewals and initiating extension requests.
- Manages the full process for new academic appointments, reappointments, and promotions. Coordinates closely with IQSS HR, Office of Faculty Affairs, and other central offices to draft and submit required documentation, track approvals and timelines, and ensure adherence to University, FAS, and HSPH policies.
- Maintains internal records and tracking systems (e.g. appointment and visa end dates, promotion review timelines, salary and title changes) and proactively alerts program leadership to upcoming actions and deadlines.
- Serves as the primary administrative contact for program staff and academic appointees on routine appointment related questions and processes.
Office Operations and Administrative Support
- Oversees day-to-day office operations for the Human Flourishing Program, including ordering and maintaining office supplies and equipment, managing mail and package receipt, and coordinating space and room reservations.
- Provides high-level administrative support to the Executive Director and Faculty Director, including complex calendar management, scheduling across multiple stakeholders, preparing meeting materials, and arranging occasional local event logistics.
- Serves as primary point of contact for IQSS and building operations staff regarding office and space needs, minor facility issues, and access requests.
Policy and Process Management
- Interprets and applies relevant Harvard, FAS, HSPH, IQSS, and Program policies and procedures for program leadership, staff, and academic appointees, particularly in the areas of academic appointments, international partnerships/collaborations, and visa-related processes.
- Serves as the first point of contact for routine policy and process questions; researches answers and coordinates with appropriate offices (e.g. IQSS HR, Faculty Affairs, HSPH) to resolve more complex issues.
- Develops and maintains internal process guides, checklists, and timelines to help program staff and leadership navigate University requirements efficiently and in compliance.
Communications
- Supports program communications by maintaining and updating the Human Flourishing Program website (e.g. posting news items, updating profiles, events and publications using Drupal or other University-supported content management systems.
- Drafts and distributes internal communications, such as email announcements, reminders, and informational updates to program staff and affiliates.
- Coordinates with IQSS communications staff as needed to ensure alignment with school and University guidelines and to share key program milestones or events.
Working Conditions:
- In person in the office at least 3 days a week. The other days would involve working remotely.
- Minimal travel requirements – possibly within the Boston area to support/staff an event.
Physical Requirements:
- Help receiving packages sent to the office which may require moderate lifting (15+ lbs).