Department Services Coordinator

Harvard University; Cambridge (MA); Hybrid; USD 55,000 - 70,000; Full time

Benefits offered by this job

Generous paid time off

Retirement plans with university""s

Tuition assistance and reimbursement

Job summary

Harvard University is seeking a Department Services Coordinator to support faculty hiring, appointment, onboarding, and reviews within the Faculty of Arts and Sciences. The role coordinates documentation, communications, and transactional activities across departments to ensure timely and accurate processing of personnel actions.

You will work with academic units and central offices, maintaining high-level service and confidentiality while handling multiple priorities in a fast-paced environment.

Qualifications

• Minimum three years of administrative or related professional experience.
• Bachelor's degree or equivalent combination of education and experience.
• Strong organization and multitasking abilities.
• Excellent written and verbal communication skills.
• Ability to handle confidential information with discretion.
• Proficiency with Microsoft Office and enterprise systems.

Responsibilities

• Coordinate documentation, communications, and transactions for faculty hiring, appointments, onboarding, and reviews.
• Support multiple departments and central offices to ensure accurate processing of personnel actions.
• Manage systems for tracking work in progress and filing; gather and compile feedback for faculty reviews.
• Initiate visa processing for new faculty and guide I-9 documentation.
• Enter, monitor, and process appointment transactions in Aurora; review payroll and related processes.

Skills

Administrative experience

Attention to detail

Communication skills

Discretion

Education

Bachelor's degree

Tools

Aurora

Microsoft Office

Job description

• Harvard Job Function: Faculty & Student Services
• Salary Grade: 055
• Department: FAS Office of Faculty Affairs
• FLSA Status: Non-exempt

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 Department Services Coordinator provides administrative and operational support for faculty hiring, appointment, onboarding, and review processes within the Faculty of Arts and Sciences (FAS). This position coordinates documentation, communications, and transactional activities that support the faculty lifecycle, working closely with academic departments, faculty members, and central administrative offices to ensure timely and accurate processing of faculty personnel actions.

Supporting all FAS departments with primary responsibility for an assigned academic division, the Department Services Coordinator plays an essential role in maintaining operational efficiency and delivering high-quality customer service. The position requires strong organizational skills, attention to detail, sound judgment, and the ability to manage multiple concurrent priorities while handling sensitive and confidential information.

Job-Specific Responsibilities:

• Manage organizational systems that include tracking work in progress and filing
• Gather and compile feedback from advisees in support of faculty review and evaluation processes.
• Process sabbatical leaves.
• Initiate visa processing for new faculty appointments, preparing and submitting required information to the appropriate offices.
• Communicate with new faculty to initiate the I-9 employment verification process and provide guidance on required documentation.
• Enter, monitor, and process appointment transactions within the Aurora system.
• Review payroll registers and process educational loans and unemployment claims.
• Testing systems.
• Other duties as assigned.

Working Conditions:

This position operates in a professional office environment and requires extensive computer use, frequent coordination across multiple offices, and management of multiple deadlines. The role involves handling confidential personnel information and maintaining a high degree of accuracy while supporting a high-volume administrative operation.

Qualifications

Basic Qualifications:

Minimum of three (3) years of administrative or related professional experience.

Additional Qualifications and Skills:

• Bachelor's degree or an equivalent combination of education and relevant experience.
• Experience working in a complex administrative environment, preferably within higher education.
• Strong organizational skills with the ability to manage multiple processes, priorities, and deadlines simultaneously.
• Exceptional attention to detail and accuracy in compiling, reviewing, and maintaining documentation.
• Excellent written and verbal communication skills.
• Ability to work independently while collaborating effectively across multiple departments and administrative offices.
• Demonstrated ability to work effectively in a fast-paced, high-volume, deadline-oriented environment.
• Sound judgment and discretion in handling confidential and sensitive information.
• Strong customer service orientation and interpersonal skills.
• Proficiency with Microsoft Office applications and the ability to quickly learn enterprise systems, including Aurora and other University administrative applications.

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
• Other Information: All offer will be made by FAS Human Resources

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 055. Please visit Harvard's Salary Ranges to view the corresponding salary range and related information.

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

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.