Graduate Programs Funding and Operations Team Manager

Harvard University, Faculty of Arts & Sciences; Cambridge (MA); Hybrid; USD 110,000 - 140,000; Full time

Benefits offered by this job

Parental leave

Health insurance

Retirement plans

Wellbeing resources

Family support

Tuition assistance

Commuter benefits

Job summary

Harvard University, Faculty of Arts and Sciences, seeks a leader to manage the Science Division Appointments team within GSAS, coordinating graduate student appointments, TA/RA processes, and financial aid across Science Division and select A&H and DOSS programs.

You will ensure policy compliance, collaborate with GSAS Academic Programs, Financial Aid, and partner offices, coach staff, and maintain accurate records in Aurora and other systems, while overseeing disbursement of funds and

Qualifications

• Bachelor’s degree or equivalent work experience required.
• Minimum of 7 years’ relevant work experience.

Responsibilities

• Design and lead the RA appointment process for graduate students in FAS-based programs, ensuring compliance with appointment rules and policies.
• Coordinate with GSAS Academic Programs and Financial Aid to ensure compliance with rules, financial aid, and university policy.
• Directly manage, coach, and develop the Science Division Appointments team across assigned program groupings.
• Ensure seamless flow of information between departments and GSAS teams on program rules, milestones, and policies.
• Develop strong relationships with partner offices such as Harvard International Office, Office of Sponsored Research, and HR.
• Enforce quality control standards to ensure accurate, consistent appointments in line with policy.
• Serve as the escalation point for complex or sensitive appointment issues and oversee resolutions.
• Cultivate expertise in RA appointments for A&H and DOSS programs that opt-in for support.

Skills

Attention to detail

HRIS proficiency

Grant management

Organization & time management

Leadership & coaching

Prioritization & deadlines

Process improvement

Communication

Education

Bachelor’s degree or equivalent work experience

Tools

Aurora

Job description

Company Description

By working at Harvard University, you join a vibrant community thatadvances Harvard's world-changing mission in meaningful ways,inspires innovation and collaboration, and builds skills andexpertise. We are dedicated to creating a diverse and welcomingenvironment where everyone can thrive.

Why join the Harvard Faculty of Arts and Sciences?

The Faculty of Arts and Sciences (FAS) is the historic heart ofHarvard University. It is the home of Harvard’s undergraduateprogram (Harvard College, founded in 1636) as well as all ofHarvard’s Ph.D. programs (the Harvard Kenneth C. Griffin GraduateSchool of Arts and Sciences, founded in 1872), Harvard Athleticsand the Division of Continuing Education. The 40 academicdepartments and 30+ centers of the FAS support a communityunparalleled in its academic excellence across the broadest rangeof liberal arts and sciences disciplines. Together, the FAS seeksto foster an environment of ambition, curiosity and sharedcommitment to knowledge and truth that elicits excellence from allmembers of our community and prepares the next generation ofleaders through a transformative educational experience.

Job Description

Job Summary:

Leads the FAS graduate student appointments function within GSAS,managing the Science Division Appointments team responsible forgraduate student financial aid coordination including processingTeaching Fellow (TF) and Research Assistant (RA) appointmentsacross the Science Division, while also processing RA appointmentsfor some Arts & Humanities (A&H) and the Social SciencesDOSS programs. Serves as the primary point of accountability forappointments quality, consistency, and compliance across the fullteam.

Job-Specific Responsibilities:

• Design and lead the RA appointment process for graduatestudents in FAS-based programs, ensuring compliance with regulatoryappointment rules and internal Harvard financial support andacademic policies.
• Work in coordination with GSAS Academic Programs and FinancialAid to ensure compliance with GSAS academic rules, financial aid,and university policy.
• Directly manage, coach, and develop the Science DivisionAppointments team across assigned program groupings
• Working with leadership of the Science Division and facultyleadership of Science Division departments, ensure seamless flow ofinformation between departments and Graduate Student Financial Aidand Appointments Specialists, including program rules, academicmilestones, and local, GSAS, and University policies.
• Develop and maintain strong working relationships with partneroffices such as Harvard International Office, Office of SponsoredResearch, Office of Labor and Employee Relations, Human Resources,Office of General Counsel, and others.
• Enforce quality control standards across all Science DivisionAppointments team members, ensuring appointments are processedaccurately, consistently, and in compliance with universitypolicy
• Serve as the primary escalation point for complex or sensitiveappointment issues, triage issues, and oversee implementation ofresolution.
• Cultivate expertise in graduate student RA appointments forA&H and DOSS programs that opt-in to receive support andensuring proper processing of RA appointments.
• Oversee the accurate disbursement of more than $80M across1,000+ graduate students for graduate students enrolled inFAS-based graduate programs.
• Directs the development, maintenance, and improvement ofappointment processing procedures, documentation standards, andtraining materials for the team.
• Maintain accurate personnel records and appointment data withinAurora and departmental systems
• Collaborate with and serve as overflow support for the GSASFinancial Aid team, ensuring alignment on graduate student funding,awards, and appointment processing

Working Conditions:

• This is a hybrid position with a current schedule of two dayson-campus. Please note that this current schedule can fluctuatebased on work priorities.

Qualifications

Basic Qualifications:

• Bachelor’s degree or equivalent work experience required
• Minimum of 7 years’ relevant work experience

Additional Qualifications and Skills:

• High attention to detail and accuracy
• Proficiency with HRIS and student information systems (Auroraor equivalent)
• Familiarity with federal sponsored programs and grantmanagement.
• Strong organizational and time management skills
• Demonstrated ability to lead, coach, and develop staff
• Ability to manage multiple priorities, meet recurringdeadlines, and elevate issues appropriately
• Experience with process improvement and operationaldocumentation
• Customer-service orientation and clear writtencommunication

Additional Information

• Standard Hours/Schedule: 35 hours per week
• Visa Sponsorship Information: Harvard University isunable to provide visa sponsorship for this position
• Pre-Employment Screening: Identity, Education
• Additional Information: All formal offers will be madeby FAS HR

Work Format Details

This position has been determined by school or unit leaders thatsome of the duties and responsibilities can be effectivelyperformed at a non-Harvard location. The work schedule and locationwill be set by the department at its discretion and based uponoperational needs. When not working at a Harvard orHarvard-designated location, employees in hybrid positions mustwork in a Harvard registered state in compliance with theUniversity’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 priorto employment.

Salary Grade and Ranges

This position is salary grade level 058. Please visit Harvard's Salary Ranges to view thecorresponding salary range and related information.

Benefits

Harvard offers a comprehensive benefits package that is designed tosupport a healthy work-life balance and your physical, mental andfinancial wellbeing. Because here, you are what matters. Ourbenefits include, but are not limited to:

• Generous paid time off including parental leave
• Medical, dental, and vision health insurance coverage startingon day one
• Retirement plans with university contributions
• Wellbeing and mental health resources
• Support for families and caregivers
• Professional development opportunities including tuitionassistance 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 talentfrom all parts of society and the world, and we strive to ensureeveryone at Harvard thrives. Our differences help our communityadvance Harvard's academic purposes.

Harvard has an equal employment opportunity policy that outlines our commitment to prohibiting discrimination on thebasis of race, ethnicity, color, national origin, sex, sexualorientation, gender identity, veteran status, religion, disability,or any other characteristic protected by law or identified in theuniversity's non-discrimination policy . Harvard's equal employment opportunity policy and non-discrimination policy help allcommunity members participate fully in work and campus life freefrom harassment and discrimination.