Appointments Coordinator

Harvard University FAS Human Resources; Cambridge (MA); On-site; USD 60,000 - 75,000; Full time

Benefits offered by this job

Generous paid time off including par­e

Medical, dental, and vision coverage

Retirement plans with universityContri

Wellbeing and mental health resources

Tuition assistance and reimbursement

Job summary

Harvard University’s Faculty of Arts and Sciences seeks an Appointments Coordinator to manage TF/TA appointments for roughly 1,200 positions each term. The role involves coordinating with departments, processing Aurora actions, and answering payroll and instructional-support inquiries.

The position emphasizes meticulous data handling, policy compliance, and effective communication across faculty, staff, and students in a high-volume university setting.

Qualifications

• Three years administrative experience.
• Strong attention to detail with experience in data entry, administrative processing, or related operational support.
• Proven ability to manage multiple competing priorities in a fast-paced environment.
• Demonstrated discretion and sound judgment in handling confidential and sensitive information.
• Experience collecting, organizing, and managing information from multiple sources.

Responsibilities

• Submit TF/TA Aurora actions: collect hiring information, contact hires, and submit appointment actions in Aurora.
• Review TF/TA Aurora actions for compliance with laws and policies.
• Serve as a point of contact on questions related to Instructional Support, payroll, and section allocations.
• Manage information and communicate FAS practices and payroll expectations.
• Maintain and suggest improvements to administrative processes.
• Check budgets for Instructional Support spending and communicate on improper spending.
• Administer the Classroom to Table (C2T) faculty/student meal program information and updates.

Skills

Attention to detail

Multitasking

Confidential information handling

Data entry / administrative processing

Communication with departments

Education

Bachelor's degree preferred

Job description

Company Description

By working at Harvard University, 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 are dedicated to creating a diverse and welcoming environment where everyone can thrive.

Why join the Harvard Faculty of Arts and Sciences?

The Faculty of Arts and Sciences (FAS) is the historic heart of Harvard University. It is the home of Harvard’s undergraduate program (Harvard College, founded in 1636) as well as all of Harvard’s Ph.D. programs (the Harvard Kenneth C. Griffin Graduate School of Arts and Sciences, founded in 1872), Harvard Athletics and the Division of Continuing Education. The 40 academic departments and 30+ centers of the FAS support a community unparalleled in its academic excellence across the broadest range of liberal arts and sciences disciplines. Together, the FAS seeks to foster an environment of ambition, curiosity and shared commitment to knowledge and truth that elicits excellence from all members of our community and prepares the next generation of leaders through a transformative educational experience.

Job Description

Job Summary:

The Appointments Coordinators are jointly responsible for processing, updating, and managing the approximately 1200 Teaching Fellow and Teaching Assistant appointments in FAS each term. Responsibilities will be divided between the two Coordinators by FAS academic department.

• Submitting TF/TA Aurora actions: The Coordinator will collect hiring information from departments, reach out to prospective hirees, and submit appointment actions in Aurora. The Coordinator will also submit appointment changes as necessary when circumstances change. The Coordinator will be expected to work independently and to collaborate closely with department staff and faculty as necessary to ensure timely appointment processing
• Reviewing TF/TA Aurora actions: The Coordinator will review TF/TA appointments from the School of Engineering and Applied Sciences for compliance with laws and FAS and University policies
• Serving as a point of contact: The Coordinator will be the initial point of contact on all questions related to Instructional Support for staff and TF/TAs. Subjects include appointment and appointment processing, payroll, and section allocations.
• Managing information: As the primary point of contact, the Coordinators will be primarily responsible for communicating and explaining FAS practices and policies regarding instructional support. They will also be primarily responsible for tracking appointment information and updating departments regularly on expectations for payroll and other administrative requirements.
• Managing processes: The Coordinators will be responsible for maintaining and suggesting improvements to complex administrative processes.
• Checking budgets: The Coordinators will regularly check Instructional Support spending—including spending on CA salaries--and communicate with departments spending inappropriately.
• Serves as principal administrative contact and is the primary source of information for the Classroom to Table (C2T) faculty/student meal program. Advises faculty, students, and staff on regulations and policies. Maintains the C2T online presence, including updating the sign-up form and website announcements.
• Serves as principal administrative contact and is the primary source of information for the Classroom to Table (C2T) faculty/student meal program. Advises faculty, students, and staff on regulations and policies. Maintains the C2T online presence, including updating the sign-up form and website announcements.

Job-Specific Responsibilities:

• Submitting TF/TA Aurora actions: The Coordinator will collect hiring information from departments, reach out to prospective hirees, and submit appointment actions in Aurora. The Coordinator will also submit appointment changes as necessary when circumstances change. The Coordinator will be expected to work independently and to collaborate closely with department staff and faculty as necessary to ensure timely appointment processing
• Reviewing TF/TA Aurora actions: The Coordinator will review TF/TA appointments from the School of Engineering and Applied Sciences for compliance with laws and FAS and University policies
• Serving as a point of contact: The Coordinator will be the initial point of contact on all questions related to Instructional Support for staff and TF/TAs. Subjects include appointment and appointment processing, payroll, and section allocations.
• Managing information: As the primary point of contact, the Coordinators will be primarily responsible for communicating and explaining FAS practices and policies regarding instructional support. They will also be primarily responsible for tracking appointment information and updating departments regularly on expectations for payroll and other administrative requirements.
• Managing processes: The Coordinators will be responsible for maintaining and suggesting improvements to complex administrative processes.
• Checking budgets: The Coordinators will regularly check Instructional Support spending—including spending on CA salaries--and communicate with departments spending inappropriately.
• Serves as principal administrative contact and is the primary source of information for the Classroom to Table (C2T) faculty/student meal program. Advises faculty, students, and staff on regulations and policies. Maintains the C2T online presence, including updating the sign-up form and website announcements.
• Serves as principal administrative contact and is the primary source of information for the Classroom to Table (C2T) faculty/student meal program. Advises faculty, students, and staff on regulations and policies. Maintains the C2T online presence, including updating the sign-up form and website announcements.

Qualifications

Basic Qualifications:

Three years administrative experience.

Additional Qualifications and Skills:

• Bachelor's degree preferred.
• Strong attention to detail with experience in data entry, administrative processing, or related operational support.
• Proven ability to manage multiple competing priorities in a fast-paced environment.
• Demonstrated discretion and sound judgment in handling confidential and sensitive information.
• Experience collecting, organizing, and managing information from multiple sources.

Additional Information

• Standard Hours/Schedule: 35 hours per week
• Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position
• Pre-Employment Screening: Identity

The work schedule and location will be set by the department at its discretion and based upon operational needs and objectives and consistent with College Policy, which requires 5 days on-site in Cambridge, MA during term time (first day of classes through commencement), with the exception of winter break in December, spring break in March, and the summer months when students are away from campus, where staff is expected be on campus two days a week. 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 about the College policy 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.

Work Format Details

This position has been determined by school or unit leaders that all duties and responsibilities must be performed at a Harvard or Harvard-designated location. Certain visa types 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

• 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.