Job-Specific Responsibilities:
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
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.
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. Please upload as one document.
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.
- Standard Hours/Schedule: 35 hours per week
- Compensation Range/Rate (including Shift Differential if applicable): $62,500
- Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position
- Pre-Employment Screening: Identity
Work Format Details
This position has been determined by school or unit leaders that some of the duties and responsibilities can be effectively performed at a non-Harvard location. The work schedule and location will be set by the department at its discretion and based upon operational needs. When not working at a Harvard or Harvard-designated location, employees in hybrid positions must work in a Harvard registered state in compliance with the University’s Policy on Employment Outside of Massachusetts. Additional details will be discussed during the interview process. Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment.
Salary Grade and Ranges
This position is salary grade level 054. Please visit Harvard's Salary Ranges to view the corresponding salary range and related information.
Benefits
Harvard offers a comprehensive benefits package that is designed to support a healthy work-life balance and your physical, mental and financial wellbeing. Because here, you are what matters. Our benefits include, but are not limited to:
- Generous paid time off including parental leave
- Medical, dental, and vision health insurance coverage starting on day one
- Retirement plans with university contributions
- Wellbeing and mental health resources
- Support for families and caregivers
- Professional development opportunities including tuition assistance and reimbursement
- Commuter benefits, discounts and campus perks
Learn more about these and additional benefits on our Benefits & Wellbeing Page.
EEO/Non-Discrimination Commitment Statement
Harvard University is committed to equal opportunity and non-discrimination. We seek talent from all parts of society and the world, and we strive to ensure everyone at Harvard thrives. Our differences help our community advance Harvard's academic purposes.
Harvard has an equal employment opportunity policy that outlines our commitment to prohibiting discrimination on the basis of race, ethnicity, color, national origin, sex, sexual orientation, gender identity, veteran status, religion, disability, or any other characteristic protected by law or identified in the university's non-discrimination policy. Harvard's equal employment opportunity policy and non-discrimination policy help all community members participate fully in work and campus life free from harassment and discrimination.
