Director of Administration and Finance

Position Overview:

Director of Administration and Finance, Chemistry Department to serve as the department’s senior operations administrator, with comprehensive responsibility for the administrative and financial operations, including finance, human resources (HR), events planning, communications, building operations, space allocation, academic operations, faculty affairs, and research administration.  Responsibilities include working closely with the Department Head as a senior member of the department leadership team, providing counsel and comprehensive support to department faculty and staff. Ensures the department is staffed appropriately as to the numbers of staff, allocation of roles and responsibilities as well as sufficient expertise in relevant areas to achieve its goals and mission. Ensures staff are trained and have access to tools to carry out their work. Promotes a collaborative, inclusive and respectful environment in which to work. Ensures work is carried out properly by all staff and is at the level required for the department to achieve its goals and responsibilities. Serves as an information source, lead communicator and liaison with the Department Head and other relevant offices and individuals about operational and functional needs, challenges, changes, and successes.  Performs other duties, as assigned.

Principal Duties and Responsibilities (Essential Functions):

Strategic Leadership and Organization

• In collaboration with faculty leadership nurtures an inclusive and diverse environment within a department, encouraging members of Chemistry to treat each other with respect and kindness, demonstrate a growth mindset, and show recognition for work done.
• Leads departmental operations and sets strategy in this area; seeks consensus on complex matters involving diverse stakeholders.
• Collaborates with the School of Science Dean’s office and with counterparts in other departments;
• Develops and executes comprehensive change management and communications strategies.
• Leverages relationships to gain support for new ideas, proposals, and concepts.
• Leads regular staff meetings as well as individual meetings to communicate the department’s mission and strategic direction, new institutional developments and policies and new tools that ensure effectiveness and compliance.
• Leads departmental change in the administrative sector and oversees the implementation of new financial, payroll, and personnel systems and processes as necessary.

Personnel Management

• Provides oversight of human resources functions in the department.
• Provides high-level strategic vision and an actionable plan to the Department Head, regarding administrative and support staffing; oversees development of the team to ensure staff can perform in their roles at the level expected and the department is staffed appropriately to achieve its mission and goals.
• Cultivates a positive work culture and collegial environment for administrative and support staff in the department.
• Supports faculty serving in administrative management roles.
• Ensures staff have adequate space, and training to do their jobs well.
• Balances the workload of administrative and support staff, ensures work is assigned that is compatible with accurate and updated job descriptions, training and time availability.
• Works with department faculty leadership to develop a shared vision and goals for the department, and a learning and collaborative relationship amongst faculty and staff.
• Oversees recruitment and retention of top talent for departmental administrative and support staff.
• Coordinates process for new faculty hires and assists with new hire relocation; monitors tenure track promotions/appointments/retirements, and other duties as directed.
• Oversees effective programs for recognition and excellence of top-talent employees.
• Oversees personnel issues, including corrective action when needed. 
• Advocates for the departmental administrative and support team on issues with external constituencies, such as the Dean’s office or central administrative units.
• Manages staff, invests in, and encourages the professional development of staff.

Financial Management

• Provides oversight of the finance functions in the department, including account monitoring and reporting.
• In collaboration with department faculty leadership, sets the financial strategy for the department, supporting near-term goals, long-term mission, and ensures the financial integrity of the department.
• Ensures that audit and regulatory requirements are met and that MIT policies are followed.
• Develops, submits, and oversees the annual operating budget in cooperation with the department faculty leadership.
• Develops reports and projections for the annual budget process, strategic plans, annual president’s report, and other studies.
• Advises and provides counsel to the department faculty leadership and faculty on the trade-offs from budgeting decisions and staffing decisions and holds overall responsibility for the sustainable stewardship of departmental funds.
• Implements a system of regular financial reporting within the department.
• Works with other offices on wider initiatives to improve financial management at MIT.

Physical Space Management

• Provides oversight of facilities, space planning and functions within the department, including building repairs, maintenance and space changes.
• Conduct space audit, and oversee environmental health and safety compliance.
• In collaboration with department faculty leadership and Chemistry’s Facilities Administrator, manages and maintains the space assigned to the department.
• Plans for long-term space needs; works with department faculty leadership, Dean and Provost to ensure sufficient space for the department.

Compliance with Institute policies and legal requirements

• Provides oversight of relevant department-wide policy requirements, such as the MyCOI/OPA+ reporting, and mandatory training.
• Develops new policies and procedures as needed for the administrative area(s). Interprets, implements and ensures compliance with MIT policies and procedures. 
• Directly supports the Department Head as a source of knowledge on administration, policies and procedures.
• Provides counsel and support to faculty, researchers and staff on administration, policies and procedures.
• Maintains knowledge of the legal environment and ensures the unit is in compliance with applicable laws governing administrative matters.
• Triages for information about new policies, systems, procedures, and important changes to MIT’s administration.

Performs other duties, as assigned.

Supervision Received:

Supervised by Chemistry Department Head

Supervision Exercised:

Supervises Chemistry HQ financial, human resources, academic administration, events planning, communications, project coordinators and administrative staff, and faculty assistants.

Qualifications & Skills:

Bachelor’s degree and minimum of seven years’ experience in an executive or management position for university administration; demonstrated leadership capabilities and ability to promote team-building and facilitate consensus; ability to effectively promote diversity, equity, inclusion and belonging; must have prior experience supervising staff including recruiting and selecting staff as well as managing their performance, training and professional development; good judgment, diplomacy, tact, and discretion with sensitive and confidential matters; ability to work effectively and collaboratively with faculty, staff, and students; strong problem solving, goal setting, and decision-making skills; ability to manage conflicting and changing priorities; strong analytical, organizational, and project management skills; ability to develop, integrate and operationalize new concepts, guidelines, and policies; excellent written and oral communication skills; strong computer skills; experience with the latest financial and HR information systems and database software; advanced-level knowledge of databases, spreadsheets, and accounting principles. Ability to meet deadlines and maintain excellent performance while under time pressure. Knowledge of financial and research administration in an academic or research environment with federal, corporate, and foundation sponsors.

PREFERRED EDUCATION AND EXPERIENCE:

Master’s degree & MIT experience and knowledge of its financial, HR, and operational systems. Experience with SAP, Brio Query/Cognos, COEUS, and Roles Database.

Development Coordinator 1 (Development Associate)

Position Overview:

Development Associate, reporting to the Assistant Dean for Development for the School of Science, the Development Associate will be an integral part of the fundraising team. This individual will coordinate development activities, including stewardship and events, and will actively work with our donors and identify and cultivate new donors. This role will work as a liaison with School Development Officers across the School of Science, as well as with colleagues in Resource Development, Alumni Association, faculty, DLCIs, and other campus-related groups as needed.

Principal Duties and Responsibilities (Essential Functions):

60% Fundraising, Project and Data Management, and Stewardship

• Develop and oversee from inception to completion projects consistent with engaging philanthropic support from high-priority alumni, parents, and friends. Projects might include but are not limited to, customized cultivation/stewardship (e.g. – segmenting donor pool data, individualized/tailored focus of top prospects), reporting and outreach, identification and cultivation of new donors, and personalized campus visits.
• Work closely with the SoS Development Officer to coordinate and compile materials for the School’s stewardship efforts.
• Track solicitations and produce pipeline reports from Advance for SoS-wide projects and initiatives.
• Identify and manage groups of donors that need cultivation (e.g. past giving or major giving or based on reunion cycle, age, professional industry, or bequest donors).
• Act as liaison with the Annual Fund team to track key reunion cases and high-end annual fund cases.
• Manage and report on prospect and donor data from the Advance Database as requested.
• Draft a variety of written materials, including donor communications and prospect briefing drafts.
• Coordinate internal and external meetings with faculty, department heads, and work with SoS School Development Officers, as well as colleagues in Resource Development and the Alumni Association. Make recommendations in discussions of fundraising needs/priorities in prospect strategy, and work closely with the SoS Assistant Dean for Development in the development and implementation of fundraising plans for specific projects.
• Provide additional research assistance and development support, including conducting prospect research using Web-based sources, internal server and databases, and other sources when necessary.

40% Event Support and Logistics

• Manage logistics for personalized campus visits for alumni, friends, corporations, and donors.
• Proactively take the initiative to stay abreast of School and MIT activities and new development projects.
• Work closely with the SoS Events Manager on event logistics for development events, including but not limited to invitation lists, logistics coordination, event follow-up, and documentation in Advance.
• Work closely with the SoS Communications Coordinator on events and special projects.
• Serves as Central Trip Coordinator for the SoS Dean and Assistant Dean for development travel to a region.
• Performs other duties as necessary.

Supervision Received:

Supervision received from the Assistant Dean for Development.

Supervision Exercised:

None

Qualifications & Skills:

REQUIRED: bachelor’s degree; two years’ relevant work experience, with preference for those with an interest in a career in development.

Excellent problem-solving, analytical, time-management, decision-making skills, customer service, interpersonal, and written and oral communication. Meticulous attention to detail; Proficient writing, editing, and proofreading skills with attention to grammar, spelling, accuracy, format, and tone. Familiarity with Microsoft Office (Outlook, Word, Excel, PowerPoint), virtual meeting applications, and databases.

Tact, good judgment, and discretion with confidential information. Strong initiative, motivation, and organization; ability to meet deadlines and work under tight time constraints while managing multiple projects. Ability to work independently and as a team member; comfortable working in a demanding, high-volume, and high-energy environment.

Occasional weekend and evening work and/or travel may be required.

Postdoctoral Fellows

A three-year cohort-based fellowship sponsored by the Dean’s Office. Includes an academic leadership module for all fellows. Expected start date September 2026.

REQUIRED: PhD in scientific field (granted by August 2025), scientific excellence and an exceptional ability for innovation and cross disciplinary research. 

Job #28683; apply through AcademicJobsOnline.

We seek to assemble a diverse cohort of world-class scientists who are conducting research across disciplinary boundaries. In addition to their research, fellows in this cohort will participate in leadership, mentorship and professional development training. 

Appointments may be extended with funding from the department and/or PI, subject to MIT’s policies on postdoctoral appointments and timelines.

Candidates must submit:

• a CV;
• 2-page research proposal, describing how their research crosses disciplinary boundaries;  
• statement of support and commitment from the MIT faculty who will mentor the research
• (optional) one paragraph broader impacts description of how their appointment aligns with the MIT Values Statement;

Applications will be reviewed by a selection committee comprised of School of Science faculty and must be submitted online. The deadline for applications is November 15, 2024. Current postdocs at MIT and international candidates are eligible to apply.

Stipend of $85,000, relocation allowance of $5,000, research allowance of $15,000, plus employee benefits such as health insurance.

Interested candidates are strongly encouraged to contact potential mentors as early as possible. Find prospective mentors and learn more about the research conducted within the school. Contact sos-dean-pd-fellowship@mit.edu with questions.