Job Listings

Graduate Academic Programs Coordinator

Harvard University
Job Location:
Cambridge, 02138
Other Administrative Positions
Harvard John A. Paulson School of Engineering and Applied Sciences


Job Summary

As the Graduate Academic Programs Coordinator, you will play a critical role in supporting our graduate students and ensuring their academic success. Reporting to the Director of Graduate Education (DGE), you will manage key processes and milestones for over 500 PhD students across 7 degree subjects. You will act as a liaison, communicating regularly with students, faculty advisors, and other stakeholders. Your organizational skills and attention to detail will be instrumental in keeping our graduate programs running smoothly.

Position Description

Academic Processes:

  • Track major student-milestones, including qualifying exams, PhD defenses, etc.
  • Project-manage the full process for student petitions being put to the Committee on Higher Degrees (CHD), including meeting scheduling, preparation, participation, and follow-up.
  • Work closely with OAP and financial aid staff on matters of PhD students and their academic programs.
  • Provide input to the DGE on interpreting, clarifying and improving School and University policies and procedures.

Student Services:

  • Communicate with students, advisors and staff regarding academic processes, milestones and deadlines.
  • Oversee completion of degree, subject, change, transfer-credit and similar paperwork.
  • Manage OAP's graduate programs email account.
  • Produce academic and program-related letters for graduate students.

Student Records:

  • Track and audit students' progress towards degree milestones: grades, committees, enrollment, exams, teaching, course completion, etc.
  • Update students' records, ensuring accuracy of information.
  • Onboard/offboard student records as students arrive at and leave the School.
  • Analyze data and produce reports to support program evaluation.

Other related tasks as needed.

Basic Qualifications

Five or more years of related experience. Education beyond high school may count towards experience.

Additional Qualifications and Skills
  • College degree preferred.
  • 3+ years of project coordination and/or program management.
  • Strong data management skills with a high level of accuracy and attention to detail.
  • Strong organizational and time management skills.
  • Excellent interpersonal and communication skills.
  • Ability to work independently and multitask in a fast-paced environment.
  • Ability to handle complex and confidential information with discretion.
  • Competency using a variety of computer software, and the ability to learn new software and systems quickly, including Microsoft Office, Google Docs and Sheets, and a database such as MS Access or Filemaker.
Working Conditions

This position requires working on campus for a minimum of three days per work week. The work schedule may be explored with the hiring manager during the interview process. Occasional pre-9am, early evening or weekend work may be required in support of school programming. The onsite work location is 150 Western Avenue, Allston MA - Science and Engineering Complex.

Additional Information
  • The Harvard John A. Paulson School of Engineering and Applied Sciences does not provide visa sponsorship for administrative and staff positions.
  • Applicants should submit a resume and cover letter.
  • 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.

About Us
About SEAS
The Harvard John A. Paulson School of Engineering and Applied Sciences serves as the connector and integrator of Harvard's teaching and research efforts in engineering, applied sciences, and technology. Our core tenets are educating broad-minded students; interdisciplinary research; integration across disciplines; and balancing theory, experimentation and practice to create an unmatched environment for learning and exploration. Through collaboration with researchers from all parts of Harvard, other universities, and industry, we bring discovery and innovation directly to bear on improving human life and society. For more information about us, please visit

We invite you to visit Harvard's Total Rewards website ( 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
Faculty & Student Services

Department Office Location
USA - MA - Allston

Job Code
404038 Coordinator II (FSS)

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


Salary Grade

SEAS Office of Academic Programs

55 - Hvd Union Cler & Tech Workers

Time Status

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.
HigherEd360 is part of the HigherEdJobs network.