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.
Human Resources. 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.
Other Administration. 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 administrative committees.
•Bachelor’s degree and 5+ years of progressively responsible financial management and general administrative experience in the arts and/or educational sectors
Additional/Preferred Qualifications: •Significant supervisory experience •Proven 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 •Excellent 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 •Commitment 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
The 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
About Office for the Arts at Harvard University
The Office 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.
At its essence, the Office for the Arts champions artists—whether first-year Harvard undergraduates or master innovators. Traditional and contemporary aesthetics are integrated into the teaching of co-curricular courses, as well as in the artistic direction of our ensembles, exhibitions and guest artist programs. The OFA creates connections among practice, theory, and history. It also strives for state-of-the-art practices in the management of many Harvard arts venues.
OFA programs and initiatives enable students to explore an art form in depth and to work directly with professional artists in a wide range of courses, workshops, master classes, residencies, and apprenticeships and in the creation of new works.