Researcher Affairs Specialist (2-year term)

Harvard University, Faculty of Arts & Sciences; Cambridge (MA); Hybrid; USD 85,000 - 110,000; Full time

Job summary

Harvard University, Faculty of Arts and Sciences seeks a Researcher Affairs Specialist to administer a portfolio of researcher appointments and manage the employee lifecycle—from hiring and onboarding to visa coordination and payroll-related transactions—ensuring compliance with university policies. The role requires exceptional organization, sound judgment, and a strong customer‑service orientation.

Minimum qualifications include a bachelor's degree and three years of relevant administrative

Qualifications

• Bachelor's degree and 3+ years of administrative experience in an academic/research environment.
• Experience administering academic/research appointments and investigator lifecycle management.

Responsibilities

• Administer researcher appointments and lifecycle actions (hiring, onboarding, salary changes, and promotions) in alignment with policy.
• Coordinate visa initiation and compliance with HR and immigration offices; manage I-9 processing where applicable.
• Process payroll and related transactions; ensure timely, accurate postings across departments and grant managers.
• Advise faculty, researchers, and administrators on appointment types and policy requirements; triage issues and coordinate with HR, HIO, and OFA.

Skills

Administrative support

Project coordination

Customer service

Analytical skills

Communication skills

Time management

Education

Bachelor's degree or equivalent

Tools

Microsoft Office

HRIS systems

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

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

Working in partnership with University administrative offices, theResearcher Affairs Specialist ensures researcher personnel actionsare processed accurately, efficiently, and in compliance withUniversity policies, collective bargaining agreements, immigrationregulations, and applicable federal and state employment laws. Theposition requires exceptional organizational skills, soundjudgment, attention to detail, and a strong customer serviceorientation while supporting a diverse and complex researchcommunity.

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 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 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

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.