Faculty Coordinator

22-Sep-2022

Harvard Divinity School

59864BR

Job Summary

Under the direction of the Department Manager 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.  

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 Department Manager in areas of finance and OAA and faculty projects.

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 on-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
• 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 Department Manager 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 Department Manager with faculty portfolio monthly financial reports; inform faculty of balances (HDS internal and Harvard University Awards). Triage and research transactional questions.
• Assist the Department Manager and the Office of Academic Affairs with conferences, school/department events, and seminars.

Basic Qualifications

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

Additional Qualifications and Skills

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.
• 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.

Working Conditions

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. 

Harvard requires COVID vaccination for all Harvard community members. Individuals may claim exemption from the vaccine requirement for medical or religious reasons. More information regarding the University’s COVID vaccination requirement and exceptions may be found at the University’s “COVID-19 Vaccine Information” webpage: http://www.harvard.edu/coronavirus/covid-19-vaccine-information/ .   

Harvard is a special place to work, filled with diverse and talented people who are driven to grow and succeed. By working here, you join a vibrant community that advances Harvard’s world-changing mission in meaningful ways, inspires innovation and collaboration, and builds skills and expertise. We invite you to explore the many reasons to work for Harvard and Harvard Divinity School:  

• Opportunities for internal advancement  

• A creative and collaborative environment   

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

• Generous Vacation, Sick, Personal, and Holiday pay  

• Medical, Dental and Vision benefits starting on your first day  

• University-funded retirement plans  

• Tuition Assistance Program  

• Transportation benefits to help with your daily commute  

• Health and wellness discounts, memberships and programs 

Additional Information

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. 

Job Function

Faculty & Student Services

Location

USA – MA – Cambridge

Job Code

404037 Coordinator I (FSS)

Union

55 – Hvd Union Cler & Tech Workers

Pre-Employment Screening

Education, Identity

Schedule

Mondays to Fridays, 9-5pm.

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.