The Black Hole Initiative (BHI) is looking for a new administrator! The BHI is an interdisciplinary center at Harvard University involving a collaboration from the fields of Astronomy, Physics, Mathematics, and Philosophy and is the first worldwide initiative to focus on the study of black holes. The BHI is an exciting mix of faculty, affiliated senior members, post-doctoral fellows, graduate students, and visiting scholars and holds weekly philosophy round tables, weekly colloquia (with two external speakers), and an annual 150 person conference. The BHI has been making international news during this last year with its role in taking the first image of a black hole ever, and many of our members just were awarded the 2020 Breakthrough Prize in Fundamental Physics! Working closely with the Faculty Director and the senior PIs, The BHI Administrator will serve as the face of the Initiative. He or she will oversee and manage all aspects of the group's operations, including administration, event planning, and finance/ compliance.
Communicate with entire BHI community through emails, updating the website, and posting to social media
Process all HR paperwork related to the BHI's members (hiring, promotions, visa applications, etc.)
Coordinate job search and selection of incoming postdocs
Keep the BHI office running smoothly—issuing keys to incoming members, assigning access to visitors, stocking supplies, etc.
Assist with AV for philosophy seminars and weekly colloquium
Advise members on the appropriate use of Harvard and sponsor logos, and sponsor requirements concerning acknowledgments
Perform other duties for Black Hole Initiative Director, Project Leader, and Division Administrator as required.
Administrator as required.
Coordinate the weekly colloquium, including communicating Harvard Travel Policy to outside visitors, booking hotel rooms, answering questions, and ordering lunch. Track spending to ensure it is within budget
Under the direction of the Director, manage the annual BHI conference, which draws roughly 150 attendees. Responsibilities for conference planning include the development of conference materials and programs; oversight of room reservations, audio/visual needs, registration database, travel arrangements, catering; manage conference budget
Assist with other, ad-hoc events as may arise
Finance The BHI is funded by two non-federal sponsored awards
Track spending of all accounts and compare to budgets
Process reimbursements for all members of the BHI, visitors, and colloquium/ conference speakers
Generate new policies and create best practices concerning reimbursements
Understand Sponsor terms and discuss with pertinent parties
Create sponsor financial reports.
We invite individuals with diverse backgrounds, experiences and abilities to be a part of our community
All formal offers will be made by FAS Human Resources
This is a term appointment until 8/31/2022
Salary Grade: 056
Union: 55 - Hvd Union Cler & Tech Workers
A minimum of three years' of administrative, financial and/or project management experience. Education may count towards experience.
Bachelor's degree preferred
Strong organizational skills, attention to detail, and the proven ability to manage multiple tasks and deadlines simultaneously
Self-reliant and resourceful with the ability to anticipate needs and independently solve problems; flexibility and the ability to adapt to shifting priorities and last-minute changes
Enjoys building relationships among multiple constituents (including faculty, postdocs, students, visiting speakers, guests, and other administrators) while maintaining a high level of discretion
High level of proficiency in standard office applications including Excel and PowerPoint
Experience planning and managing events
Superb written and verbal communication skills
Excellent financial, accounting, and budget management skills
Experience with visa issues and academic appointments
Knowledge of sponsored research regulations
In-depth knowledge of federal agency policies and procedures for proposal development and award management
EQUAL OPPORTUNITY EMPLOYER: 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, or any other characteristic protected by law.
Internal Number: 50557BR
About Harvard University Faculty of Arts and Sciences
Harvard University is devoted to excellence in teaching, learning, and research, and to developing leaders in many disciplines who make a difference globally. The University, which is based in Cambridge and Boston, Massachusetts, has an enrollment of over 20,000 degree candidates, including undergraduate, graduate, and professional students. Harvard has more than 360,000 alumni around the world. The University has twelve degree-granting Schools in addition to the Radcliffe Institute for Advanced Study, offering a truly global education. Established in 1636, Harvard is the oldest institution of higher education in the United States.