Researcher Affairs Specialist (2-year term)

Harvard University; Cambridge (MA); Hybrid; USD 65,000 - 90,000; Full time

Benefits offered by this job

Paid time off

Health insurance

Retirement plans

Wellbeing resources

Tuition assistance

Commuter benefits

Job summary

Harvard University is seeking a Researcher Affairs Specialist to administer a portfolio of researcher appointments throughout the employee lifecycle. The role supports faculty, departments, and research centers in onboarding, visa coordination, payroll processing, and compliance with university policies and federal regulations.

The successful candidate will partner with university offices to ensure accurate, timely actions and adherence to contracts, CBAs, immigration rules, and reporting

Qualifications

• Bachelor's degree or equivalent required.
• Three (3) years of administrative experience in an academic/research setting.
• Experience administering research appointments or lifecycle management.

Responsibilities

• Process researcher appointment actions, including onboarding, changes, and compliance.
• Coordinate visa initiation and employment eligibility requirements.
• Monitor payroll transactions and funding implications for researchers.
• Respond to department inquiries and provide guidance on appointment types and policies.
• Triages issues and escalates high-risk matters to the Researcher Affairs Manager.
• Collaborate with HR and university offices to ensure timely onboarding and appointment completion.

Skills

Academic appointments admin

Research lifecycle management

HR systems (enterprise)

Analytical thinking

Communication skills

Discretion/confidentiality

Customer service orientation

Education

Bachelor's degree or equivalent

Tools

Microsoft Office suite

HRIS systems

Database management

Document management systems

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.

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 Researcher Affairs Specialist administers a portfolio of researcher appointments and serves as a primary resource for faculty, principal investigators, departments, research centers, and researchers throughout the Faculty of Arts and Sciences (FAS). The position is responsible for managing researcher appointments throughout the employee lifecycle, including hiring, onboarding, appointment changes, visa coordination, payroll-related transactions, compliance monitoring, and issue resolution.

Working in partnership with University administrative offices, the Researcher Affairs Specialist ensures researcher personnel actions are processed accurately, efficiently, and in compliance with University policies, collective bargaining agreements, immigration regulations, and applicable federal and state employment laws. The position requires exceptional organizational skills, sound judgment, attention to detail, and a strong customer service orientation while supporting a diverse and complex research community.

Job-Specific Responsibilities

Researcher Appointment Administration

• Processes and manages all researcher appointment-related actions, including appointment, reappointments, salary changes, FTE changes, title changes, Reviews researcher appointments, reappointments, and promotions for compliance with FAS policies and appointment guidelines.
• Maintains researcher personnel records in accordance with FAS processes and policies.
• Tracks appointment end dates, reappointment dates, and review dates and communicates upcoming actions to departments.

Hiring and Onboarding

• Supports and coordinates researcher hiring processes, including appointment documentation and workflow processing.
• Coordinates visual compliance screening and visa initiation as appropriate.
• Initiates and monitors I-9 processing and employment eligibility requirements.
• Partners with multiple University offices to ensure timely onboarding and appointment completion.

Compliance and Visa Administration

• Initiate visa request with HIO and liaise with the Harvard International Office (HIO) regarding visa status, timelines, and researcher appointments.
• Monitors visa-related requirements and ensures compliance with University policies and applicable regulations in conjunction with HIO
• Ensures adherence to relevant union contracts and researcher appointment policies

Payroll and Transaction Processing

• Inputs and/or approves payroll and job data transactions for researchers.
• Coordinates with grant managers, payroll, and departmental administrators to ensure accurate and timely processing of complex transactions.
• Monitors appointment funding and payroll implications associated with researcher actions.

Consultation and Issue Resolution

• Serves as a primary point of contact for departments regarding researcher transactions and appointment questions.
• Advises faculty, principal investigators, and administrators on researcher appointment types, processes, and policy requirements.
• Triages researcher-related issues and directs stakeholders to appropriate resources (e.g., HR, HIO, OFA Professional Development, Leaves).

Stakeholder Support

• Responds to inquiries regarding researcher transactions, appointments, payroll, and policy interpretation. Builds effective working relationships with departments and University partners to facilitate efficient service delivery.

Decision Making

• Exercises independent judgment in administering researcher appointments, interpreting established policies and procedures, prioritizing workload, and resolving routine and moderately complex personnel issues. Identifies compliance concerns, recommends solutions, and escalates policy exceptions or high-risk matters to the Researcher Affairs Manager as appropriate.

Working Conditions

This position operates in a professional office environment and requires extensive interaction with faculty, researchers, administrators, and University partners. The role involves prolonged computer use, management of multiple concurrent deadlines, frequent coordination across administrative offices, and handling confidential personnel information with a high degree of accuracy and discretion.

Qualifications

Basic Qualifications

• Bachelor's degree or an equivalent combination of education and relevant experience.
• Three (3) years of progressively responsible administrative experience in an academic, research, or higher education environment.

Additional Qualifications and Skills

• Experience administering academic or research appointments.
• Experience with researcher lifecycle management, grants, and fellowships.
• Experience supporting faculty, researchers, or academic personnel administration is preferred.
• Experience with enterprise human resources systems; proficiency with Microsoft Office suite and aptitude for quick adoption of new applications including database, and document management systems.
• Excellent analytical and problem-solving skills with sound judgment in managing sensitive and complex issues.
• Demonstrated ability to prioritize competing demands and manage multiple time-sensitive priorities in a fast-paced environment.
• Strong customer service orientation with the ability to establish productive relationships across diverse constituencies.
• Excellent written, verbal, and interpersonal communication skills.
• Ability to interpret and communicate complex policies and procedures to diverse stakeholders.
• Demonstrated discretion and the ability to maintain confidentiality when handling sensitive personnel information.
• Flexibility and adaptability in responding to changing organizational priorities.

Additional Information

• Appointment End Date: This is a two year term appointment from date of hire.
• 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, Education

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 056. 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.