Job Listings

Faculty Coordinator

Company:
Harvard University
Job Location:
Cambridge, 02138
Category:
Faculty Affairs
Type:
Full-Time
Harvard Divinity School

64926BR

Job Summary

Under the direction of the Director of Faculty and Academic Support Services in the Office of Academic Affairs (OAA) at Harvard Divinity School, the Faculty Coordinator is part of a support team of three coordinators who provide direct support to faculty members with complex administrative and financial duties related to faculty teaching, research, publications, and other responsibilities. The Faculty Coordinator will be assigned a primary group of faculty members to whom the Coordinator will aid on a day-to-day basis and will also be required to work effectively as part of the faculty support team and the OAA Department overall.

Position Description
Core Faculty Coordinator Responsibilities
  • Liaise with other faculty coordinators and act as back-up support when needed. Provide support to a portfolio of faculty; anticipate and resolve problems.

  • Assist the HDS faculty and Director of Faculty and Academic Support Services in areas of finance and OAA and faculty projects.

  • Attendance at on/off-site meetings, workshops, conferences, and colloquiums is needed from time to time (e.g., in the Boston area and at other Harvard locations) and hours outside of standard worktime, including weekends, may be required few times a year.

Administrative Duties for Faculty
  • Manage complex faculty calendars to schedule various academic meetings/appointments (including student advising meetings each semester) using approved Harvard calendaring systems, email/mail communication, proofreading correspondence and other academic material upon request following specific school guidelines, updating faculty CVs when requested, and handling various clerical needs (e.g. photocopying and scanning within copyright guidelines).

  • Provide course and research-related support, including but not limited to preparation of syllabi, handouts/course packs, ordering desk copies, arranging for class guest speakers, maintaining CANVAS course site, and arranging for AV equipment as needed. Order faculty office supplies as needed using Harvard's Buy-2-Pay application and/or via HU Purchasing Card transactions.

  • Process faculty reimbursements (e.g. travel, vendor payments, non- employee reimbursements, HU Purchasing card) and payment requests using Harvard's online financial systems - while running monthly HART reports for faculty research account balances to ensure account accuracy and up-to-date balances.

  • Acts as a liaison between the faculty, students, staff, other HDS offices and administration, central administration, and other schools.

  • Maintain accurate and organized electronic and paper files for the faculty members in their group.

  • Key organizer for virtual and/or in-person faculty events, including arranging for event materials, catering, making conference/virtual room reservations (including media requests), coordinating travel and housing arrangements for speakers and event participants as needed, assisting with setting up and breaking down for meetings/seminars, and liaising with other HDS and Harvard Office to organize events on behalf of faculty. May assist other faculty support team members or Office of Academic Affairs and other HDS offices during events.

  • Assist faculty with committee work as needed (scheduling, minute taking, ordering refreshments, making copies, etc.),

  • May be asked to participate in Harvard-wide meeting groups related to faculty search and review.

Other Financial Duties
  • Assist the Director of Faculty and Academic Support Services in processing other department related reimbursements (e.g. search office candidate or visitor travel, vendor and invoice payments, non-employee reimbursements, process department corporate card transactions) - using Harvard's online financial systems.

  • Act as OAA first reviewer for weekly purchasing card reconciliations before final review by Department Manager.

  • Assist the Director of Faculty and Academic Support Services with faculty portfolio monthly financial reports; inform faculty of balances (HDS internal and Harvard University Awards). Triage and research transactional questions.

Basic Qualifications
  • Minimum of three plus years related experience performing administrative and clerical functions, or an equivalent of education plus experience in an academic office environment.

  • Strong, working knowledge of Microsoft Office products - MS Excel and Adobe Acrobat. 

  • Ability to work occasional weekend and evenings in support of faculty events.

  • Candidates wishing to be considered must supply a cover letter in addition to a resume.

Additional Qualifications and Skills
  • College degree preferred.

  • Demonstrated initiative and ability to prioritize, execute multiple tasks and meet deadlines with minimal supervision.

  • Strong organizational skills and attention to detail.

  • Solid writing, editing and proofreading skills.

  • Excellent interpersonal skills and ability to communicate professionally with diverse constituencies, including senior faculty and administrators; ability to handle complex and confidential information with discretion.

  • Demonstrated professionalism and good judgment.

  • Must be comfortable processing reimbursements and other faculty-related financial transactions and with financial systems.

  • Ability to work across teams and with a variety of projects and constituencies and be a customer service-oriented team player.

  • Familiarity with Harvard and experience providing complex administrative support to one or more supervisors in an academic setting preferred.

  • IMPORTANT NOTE: Your cover letter and resume should be combined into a SINGLE DOCUMENT under the resume tab. Cover letters are required for every position at Harvard Divinity School.

  • We regret that the Harvard Divinity School does not provide Visa sponsorship.

Working Conditions

This position is based in Cambridge, MA and requires an on-campus presence. All HDS positions have a regular schedule of Monday - Friday, 9am - 5 pm. A hybrid schedule, involving some remote work, may be possible, subject to business needs and manager and HR review/approval. HDS may adjust flex schedules as necessary or appropriate. Harvard has an established Flexwork Policy.

Please Note: We are currently conducting interviews virtually for selected candidates. Final interviews may be conducted on campus.

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. 

Additional Information

Starting salaries typically fall in the lower half of the salary range; however, they are ultimately determined by the scope of the position, the candidate's relevant experience, and internal equity.

Harvard Divinity School seeks to respect, understand, and learn from all cultures, beliefs, and faith backgrounds, including those who are unaffiliated with a traditional denomination, of the members of our diverse community. HDS actively seeks and welcomes people of color, women, the LGBTQIA+ community, persons with disabilities, and people at intersections of these identities.

Founded in 1816, Harvard Divinity School is most religiously diverse divinity school in the United States and is one of 12 graduate/professional schools at Harvard University. HDS is grounded in pluralism and fosters the kind of thoughtful, respectful exchange of ideas that is vital for human flourishing. The School's degree programs prepare students for careers in academia, ministry, and a wide range of roles across the nonprofit, private, and public sectors.

Work Format Details

This is a hybrid position that is based in Cambridge, Massachusetts. Work is expected to be performed in an office setting, but may be remote, as directed by HDS. All remote work must be performed within one of the Harvard Registered Payroll States, which are currently Massachusetts, Connecticut, Maine, New Hampshire, Rhode Island, Vermont, Georgia, Illinois, Maryland, New Jersey, New York, Virginia, Washington, and California (CA for exempt positions only). Additional details will be discussed during the interview process.

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:

  • Flex-work options at HDS, including an optional summer compressed workweek (end of May through mid-August)

  • 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
Faculty & Student Services

Department Office Location
USA - MA - Cambridge

Job Code
404037 Coordinator I (FSS)

Work Format
Hybrid (partially on-site, partially remote)

Sub-Unit
*

Salary Grade
054

Department
Office of Academic Affairs

Union
55 - Hvd Union Cler & Tech Workers

Time Status
Full-time

Pre-Employment Screening
Education, Identity

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.

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