Job Description:

05-Apr-2024

Chief of Staff/Director of Administration

University Administration

65528BR

Job Summary

The Arnold Arboretum of Harvard University is a 281-acre museum of trees teaching the world about plants. With one of the world's most biodiverse collections of temperate woody plants, combined with world-class scientific resources, and a commitment to diverse programming, the Arnold Arboretum has been a leader in horticulture since its founding in 1872. As part of the Boston Parks system, it is free and open to all daily.

Position Overview: The Chief of Staff/ Director of Administration is a pivotal member of the Faculty Director’s senior management team, entrusted with direct oversight of the administration of the Finance, Facilities and Project Management, Information Technology, and Communications functions. This role manages administrative operations within the Arnold Arboretum by organizing workflow, ensuring effective execution of staff goals, and collaborating across the community, ensuring the Faculty Director is briefed. The Chief of Staff/ Director of Administration will oversee day-to-day functions and implement the Faculty Director’s vision. They will cultivate relationships, maintain credibility with diverse constituencies, and inspire others across the organization.

The Chief of Staff/ Director of Administration will serve as a thought partner, working closely with the Faculty Director to develop and communicate the vision for the institution and implement strategic decisions. The Chief of Staff/Director of Administration will play a leading role in public affairs on behalf of the institution and the Faculty Director. This role offers a unique opportunity to contribute to the Arboretum’s success by providing essential support to the Faculty Director and the senior leadership team while fostering a positive, professional, and collaborative working environment.

Position Description

Strategic Planning and Execution:

• Assist the Faculty Director in developing and advancing strategic priorities across the institution. The Chief of Staff/ Director of Administration will be responsible for ensuring that the Faculty Director’s priorities are executed.
• Facilitate, collaborate, and monitor tasks related to the overall functioning of the Arnold Arboretum and keep the Faculty Director well informed.

• Foster collaboration and communication across departments, ensuring effective coordination and implementation of institutional priorities.
• Serve as a point of contact and resource for staff, facilitating cross-functional initiatives and problem-solving.
• Collaborate with HR on organizational development, talent management, and employee engagement initiatives.

• Oversee daily operations of the Faculty Directors’ office, ensuring efficiency and effectiveness.
• Organize workflow, communications, scheduling, and agendas.
• Convene meetings, supervise preparation of briefing materials, and ensure follow-up on issues.

• Ensure organizational alignment and foster transparency, integrity, and service.
• Collaborate with senior leaders to propose new systems and processes to streamline and improve operations.
• Monitor performance metrics and outcomes, identifying areas for improvement and implementing solutions.

• Respond to and meet with a broad range of internal and external stakeholders including public officials in the City of Boston and Commonwealth of Massachusetts and members of Harvard University leadership.
• Coordinate responses, solutions, and follow-up with the Faculty Director and draft communications to implement public affairs strategies.
• Research issues of importance and sensitivity, producing briefing materials on significant matters that will impact the Arnold Arboretum.

Basic Qualifications

Bachelor’s degree and a minimum of 10 years of experience in a strategic leadership or executive-level role, preferably in a non-profit or higher education setting.

Minimum of seven years of supervisory experience with a proven record of accomplishment in coaching direct reports for high performance, professional development, and maximum cross-functional effectiveness.

Additional Qualifications and Skills

• Experience managing professional direct reports preferred.
• Absolute discretion and ability to handle strictly confidential information.
• Strong project management and organizational skills.
• Ability to manage multiple priorities in a complex environment.
• Excellent analytical, verbal, and written communication skills.
• Exceptional communication and interpersonal skills, with the ability to interact effectively with internal and external stakeholders.
• High level of diplomacy and problem-solving ability.
• Proven success in developing collaborative relationships.
• Successful track record of providing advice and counsel to senior leaders.
• Leadership, influencing, and negotiation skills.
• Passion for the mission and values of the Arnold Arboretum.

Additional Information

Excellent written and verbal communication skills, including the ability to write clearly, concisely and for different audiences required, including superlative command of grammar, diction, and syntax. Please submit a cover letter and two writing samples of your choice with your resume.

This position requires four days a week on-site in Boston/ Roslindale.

We welcome interested applicants to view our website at: https://arboretum.harvard.edu/. Read about our land acknowledgment at https://arboretum.harvard.edu/stories/early-indigenous-land-use and our statement on the legacy of slavery: https://arboretum.harvard.edu/about/our-history/the-arnold-arboretum-and-the-legacy-of-slavery/

The health of our workforce is a priority for Harvard University. With that in mind, we strongly encourage all employees to be up to date on CDC-recommended vaccines.

Work Format Details

This is a hybrid position that is based in Massachusetts. Additional details will be discussed during the interview process. All remote work must be performed within one of the Harvard Registered Payroll States, which currently includes Massachusetts, Connecticut, Maine, New Hampshire, Rhode Island, Vermont, Georgia, Illinois, Maryland, New Jersey, New York, Virginia, Washington, and California (CA for exempt positions only). Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

Benefits

We invite you to visit Harvard's Total Rewards website (https://hr.harvard.edu/totalrewards) to learn more about our outstanding benefits package, which may include:

• Paid Time Off: 3-4 weeks of accrued vacation time per year (3 weeks for support staff and 4 weeks for administrative/professional staff), 12 accrued sick days per year, 12.5 holidays plus a Winter Recess in December/January, 3 personal days per year (prorated based on date of hire), and up to 12 weeks of paid leave for new parents who are primary care givers.
• Health and Welfare: Comprehensive medical, dental, and vision benefits, disability and life insurance programs, along with voluntary benefits. Most coverage begins as of your start date.
• Work/Life and Wellness: Child and elder/adult care resources including on campus childcare centers, Employee Assistance Program, and wellness programs related to stress management, nutrition, meditation, and more.
• Retirement: University-funded retirement plan with contributions from 5% to 15% of eligible compensation, based on age and earnings with full vesting after 3 years of service.
• Tuition Assistance Program: Competitive program including $40 per class at the Harvard Extension School and reduced tuition through other participating Harvard graduate schools.
• Tuition Reimbursement: Program that provides 75% to 90% reimbursement up to $5,250 per calendar year for eligible courses taken at other accredited institutions.
• Professional Development: Programs and classes at little or no cost, including through the Harvard Center for Workplace Development and LinkedIn Learning.
• Commuting and Transportation: Various commuter options handled through the Parking Office, including discounted parking, half-priced public transportation passes and pre-tax transit passes, biking benefits, and more.
• Harvard Facilities Access, Discounts and Perks: Access to Harvard athletic and fitness facilities, libraries, campus events, credit union, and more, as well as discounts to various types of services (legal, financial, etc.) and cultural and leisure activities throughout metro-Boston.

Job Function

General Administration

Department Office Location

USA - MA - Jamaica Plain

Job Code

361060 Administrative Manager

Work Format

Hybrid (partially on-site, partially remote)

Sub-Unit

Arnold Arboretum

Salary Grade

060

Department

ARB

Union

00 - Non Union, Exempt or Temporary

Time Status

Full-time

Pre-Employment Screening

Education, Identity

Schedule

Full time. Monday through Friday. 35 hours per week.

Commitment to Equity, Diversity, Inclusion, and Belonging

Harvard University views equity, diversity, inclusion, and belonging as the pathway to achieving inclusive excellence and fostering a campus culture where everyone can thrive. We strive to create a community that draws upon the widest possible pool of talent to unify excellence and diversity while fully embracing individuals from varied backgrounds, cultures, races, identities, life experiences, perspectives, beliefs, and values.

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.

LinkedIn Recruiter Tag (for internal use only)

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