Schedule: Mondays to Fridays, 9-5pm, occasional nights as weekends.
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 candidate will be assigned a primary group of faculty members to whom he/she will aid on a day-to-day basis and will also be required work effectively as part of the faculty support team and the OAA Department overall.
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 transaction
Process faculty reimbursements (e.g. travel, vendor payments, non- employee reimbursements, HU Purchasing card) and payment requests using Harvard's o n-line 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, other 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, and catering, and making conference/virtual room reservations (including media requests) 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 on-line 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.
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. Candidates wishing to be considered must supply a cover letter in addition to a resume.
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. Excellent time management skills
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.
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.
This position is based in Cambridge, MA and requires an on-campus presence. A hybrid schedule, involving some remote work, may be possible after three months, subject to business needs and manager 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.
The Harvard Divinity School (HDS) seeks to respect, understand, and learn from the cultures and beliefs of the members of our diverse community and cultivate an environment in which all members of our community can participate and thrive. We endeavor to accept responsibility for the impact of our actions on our community, our environment, and the world as we advance our shared commitment to education and scholarship. We are dedicated to building a community, and, ultimately, a world, in which people can peacefully live and work together across religious and cultural divides. HDS actively seeks and welcomes people of color, women, the LGBTQIA+ community, persons with disabilities, and people at intersections of these identities, from across the spectrum of disciplines and methods to contribute to our mission to educate students of religion for intellectual leadership, professional service, and ministry.
Harvard Divinity School is a nonsectarian school of religious and theological studies. To help build a world in which people can live and work together across religious and cultural divides, Harvard Divinity School educates scholars, teachers, ministers, and other professionals for leadership and service in religious, government and public service spheres.
Salary Grade: 054
Union: 55 - Hvd Union Cler & Tech Workers
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.
Harvard University is devoted to excellence in teaching, learning, and research, and to developing leaders in many disciplines who make a difference globally. The University, which is based in Cambridge and Boston, Massachusetts, has an enrollment of over 20,000 degree candidates, including undergraduate, graduate, and professional students. Harvard has more than 360,000 alumni around the world. The University has twelve degree-granting Schools in addition to the Radcliffe Institute for Advanced Study, offering a truly global education. Established in 1636, Harvard is the oldest institution of higher education in the United States.