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Division Administrator
Harvard University in Cambridge, Massachusetts
Date Posted 09/18/2021
Admin-Other Administrative Positions
Employment Type
Application Deadline Open until filled


Faculty of Arts and Sciences


Job Summary

Reporting to a senior Astronomy Faculty, who also serves as Faculty Director of the Institute for Theory and Computation (ITC). This position also reports to HCO's Executive Director.

The Division Administrator has two distinct roles that span the Harvard College Observatory (HCO) at the Harvard-Smithsonian Center for Astrophysics and the FAS: 1) administrative leader of the Theoretical Astrophysics Division (Theory Division); and 2) administrative leader of the Institute for Theory and Computation (ITC) at the CfA.

The Division Administrator manages across multiple organizations including the HCO, SAO, Astronomy Department, and Astronomy departments at FAS. The Division Administrator is responsible for the management of TA Division and ITC staff.

Job-Specific Responsibilities

Theory Division Administrator:
Serves as administrative leader and manager of the Theory Division at the HCO/CfA.
Ensures that the financial, organizational and administrative needs of the faculty, researchers, post-docs, graduate students, undergraduate students and staff within the Theory Division are met and that Harvard's institutional and financial policies are adhered to and procedures are followed.
Responsible for oversight of budget, finance, sponsored research administration, faculty discretionary resources, space assignments and utilization, IT equipment, administrative staff, academic appointments and compliance.
Serves as the administrative ambassador with SAO on issues requiring skillful diplomacy and a strong understanding of intra-CfA organizational issues.
Supervises Theory Division Staff Assistant.
Represents the Theory Division at SAO Deputy Director monthly meetings.

Institute of Theory and Computation:
Oversees the Institute of Theory and Computation which has ~100 members that include Harvard Astronomy and Physics faculty, SAO scientists, Harvard postdoctoral fellows, SAO postdoctoral fellows, Harvard graduate students, Harvard and SAO pre-doctoral students, and associates from outside institutions. The ITC has 225 visitors annually and holds weekly colloquia which attract hundreds of attendees.
Provides high-level management and oversight of the ITC's annual budget, outside fellowship funding which is diverse and complicated, space, IT equipment, financial operations including rollouts of all new financial and sponsored research tools and systems, and compliance.
Supervises ITC Program Coordinator.

Basic Qualifications

  • Bachelor's degree required.
  • 5+ years of relevant experience in research administration, research development, or project management in an academic environment.
  • Knowledge of sponsored research regulations
  • This position requires knowledge of federal agency policies and procedures for proposal development and award management.
  • Experience supervising 

Additional Qualifications and Skills

  • Must be willing and able to research, document, and synthesize sponsored research-related policies and regulations.
  • Must be able to influence and interact with individuals at all levels within the University and external contacts in order to build consensus.
  • Excellent interpersonal and oral/ written communication skills required.
  • Ability to prioritize work in an environment with multiple and conflicting interests and work independently.
  • Ability to lead and manage a project from inception to completion with superior results.
  • Handles complex and confidential information with discretion.
  • Competency using a variety of computer software and internet search engine tools.
  • Excellent research skills and ability to independently research funding opportunities.
  • Organized and detail oriented with a proactive attitude.
  • Experience with Harvard financial and administrative applications preferred.
  • Knowledge of Microsoft Office Suite, advanced excel skills
  • Knowledge of advanced financial principles, budget management, financial analysis and financial modeling

Certificates and Licenses


Physical Requirements


Working Conditions

COVID Vaccine Policy
Harvard will require COVID vaccination for all Harvard community members who will have any on-campus presence. 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 “COVID-19 Vaccine Information” webpage: http://www.harvard.edu/coronavirus/covid-19-vaccine-information/ .

Additional Information

The Harvard College Observatory (HCO) is a department within Harvard's Faculty of Arts and Sciences (FAS) and a partner in the Harvard-Smithsonian Center for Astrophysics (CfA) collaboration.

All formal written offers will be made by FAS Human Resources

FAS is committed to cultivating not only the diversity of our faculty, staff, and students but also in developing an inclusive culture  that is vibrant, engaging, and encouraging of innovation as well as intellectual debate. We believe creating and maintaining an inclusive workplace allows employees from all backgrounds and walks of life to achieve their fullest potential. We also believe an inclusive culture is one that accepts, values and views as strength the difference we all bring to the workplace. 

Harvard 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, $40 per class 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 complimentary health services.
  • Harvard access to athletic facilities, libraries, campus events and many discounts throughout metro Boston.

Job Function

General Administration


USA - MA - Cambridge

Job Code

359057 Admin Dept/Program Admin


Harvard College Observatory


00 - Non Union, Exempt or Temporary

Pre-Employment Screening

Education, Identity


35 hours per week

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.

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