Harvard University Looking for Faculty Coordinator at Cambridge, MA Full Time

Job Summary

Reporting to the Administrative Director, the Faculty Coordinator is responsible for the administrative and financial operations for faculty members. Key responsibilities include providing support for teaching, research, advising, travel, and related activities. The individual in this role will anticipate and resolve problems and update supervisor on the status of projects and tasks as needed. This position will work closely with HGSE Finance and Office of Sponsored Projects to support the faculty members and research group on their financial portfolio.

Position Description

Course/Teaching Support

• Supports both in-person and online classroom teaching and learning
• Coordinates activities with other course administration offices (e.g., Academic Affairs, Registration, Teaching & Learning Lab, Library)
• Responsible for course preparation which includes managing and ordering required course materials including eBooks and book chapter PDFs in collaboration with the Digital Scholarship Librarian
• Supports syllabus preparation with the editing, formatting, and posting of syllabi
• Builds and Maintains course websites utilizing the Cidi Labs suite of tools in Canvas course platforms
• Assists in the hiring of Teaching Assistants/Teaching Fellows
• Arranges media support for classes
• Acts as liaison between faculty, teaching fellows and students as well as other GSE educational programs, speakers/presenters and administrative departments, such as course administration

Financial Support

• Prepares internal and external expense reports and handles any other financial reimbursement process
• Assists with hiring research assistants through either Academic Affairs, Human Resources, or Student Payroll; Approves student and non-student time sheets; Assists with onboarding of and payments to vendors and independent contractors
• Runs, reviews, and helps to monitor grant-related HART reports and sponsored project funds
• Manages institutional TTRF/FRIF funds as well as corporate credit cards
• Processes payments for faculty corporate cards
• Works closely with the Office of Sponsored Projects to manage the spending of sponsored funds over time in compliance with award parameters

Administrative/Research Support

• Acts as liaison with other faculty, outside contacts and administrative departments on behalf of the faculty to address issues as they arise
• Prepares recommendation letters, memos, reports and drafts routine correspondence
• Consistently reviews documents, including but not limited to manuscripts, articles and transcripts, including citations, footnotes and exhibits for accuracy, recommending edits as necessary
• Maintains and updates biographical information including CVs and biosketches for faculty
• Retrieves and orders books and articles from the library HOLLIS system
• Schedules meetings, maintains calendars, and all related arrangements
• Coordinates travel arrangements
• Supports faculty with coordination and implementation of special projects/events/assignments
• Orders and maintains office and classroom supplies and catering

This is a one year term position with possibility of renewal

Basic Qualifications

• Minimum three years of administrative experience. Education beyond high school may count towards years of experience.
• Any candidate wishing to be considered must supply a cover letter in addition to their resume showing that they meet the required basic qualifications.

Additional Qualifications And Skills

• College degree preferred or an equivalent of college level coursework plus relevant experience in an administrative role.
• Experience supporting multiple supervisors strongly preferred.
• Excellent time management and organizational skills, and the ability to prioritize competing demands in a fast-paced environment.
• Ability to work with interruptions, adapt to change, and respond quickly to last-minute alteration requests regarding calendars, schedules and travel.
• Prior work experiences that called for independent initiative, and ability to work independently with minimal supervision, make appropriate adjustments to work flow, and problem solve.
• Strong attention to detail, accuracy, and follow through essential. Ability to establish effective work relationships across all levels.
• Excellent customer service and oral and written communication skills.
• Strong proficiency with the Microsoft Office Suite.
• Competency using a variety of computer software, including Word, Excel, Power Point and Google Suite. Experience with Adobe Suite and Zoom.
• Possesses the ability to learn and adapt to new systems quickly, including emerging office technologies and communication tools.
• Experience with updating websites and using Harvard financial systems and iProcurement preferred.
• Solid working knowledge of basic financial concepts and tools (i.e., financial reporting, spreadsheet manipulation) preferred.

Working Conditions

HGSE is currently developing dynamic workplace models which will actively support a combination of on-campus and remote work (within a state in which Harvard is registered to do business) where business and operational needs allow. You and your manager will discuss the best schedule based on your role and operational need. If your role allows for remote work, please note that all remote work must be performed within a state in which Harvard is registered to do business (CA (Only Exempt), CT, GA, IL, MA, MD, ME, NH, NJ, NY, RI, VA, VT, and WA). Please also note that Harvard will withhold each applicable state’s required tax and other withholdings from your paycheck for the time you work there.

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.

We regret that the Harvard Graduate School of Education does not provide Visa sponsorship

Additional Information

HGSE is a diverse community of learners, teachers, and employees who are passionate about changing the world through education and striving for maximum impact in the field of education.

HGSE Human Resources values diversity in all forms and believes that each employee brings a set of diverse experiences and identities to the workplace that makes us stronger, encourages innovation, and enhances our collective contributions. We continue to develop and support a workforce that reflects the diversity of those we serve; fosters an environment that allows everyone to belong and to bring their best self to work; and creates the conditions that empower employees to contribute their full potential to advancing the work of the school.

We Do This By

• Hiring and retaining staff reflecting the diversity of those we serve
• Providing employees opportunities to learn, grow, and be challenged
• Reviewing and ensuring fairness and equity in HR practices and policies including but not limited to hiring, promotion, and compensation
• Developing strong relationships and partnerships internal and external to our community to advance diversity and inclusion
• Communicating transparently and respectfully; and
• Fostering an inclusive, respectful, and professional work environment

About The Harvard Graduate School Of Education

Many choose to work at the Harvard Graduate School of Education because they believe in our mission and are excited by our vision for the future. We have a reputation as a great place to work, for our excellent leadership, and we are a strong community that values diversity. For more information about HGSE, its programs, research, and faculty, please visit: www.gse.harvard.edu

Benefits

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 – Cambridge

Job Code

404037 Coordinator I (FSS)

Work Format

Hybrid (partially on-site, partially remote)

Department

LITS

Sub-Unit

Time Status

Full-time

Salary Grade

054

Union

55 – Hvd Union Cler & Tech Workers

Pre-Employment Screening

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.