Undergraduate Coordinator/Chair Assistant

Harvard University, Faculty of Arts & Sciences; Cambridge (MA); On-site; USD 60,000 - 80,000; Full time

Job summary

Harvard University’s Faculty of Arts and Sciences seeks an Undergraduate Coordinator/Chair Assistant to act as the primary administrative contact for undergraduates and support academic and student programs within the department. The role liaises with the Registrar’s Office, Office of Undergraduate Studies, Advising Office, and House Deans to resolve student issues.

The position involves coordinating reports, supporting faculty-related matters, and assisting with department events and workflows,

Qualifications

• Three or more years of related experience in an office environment.
• Education beyond high school may count toward experience.

Responsibilities

• Advise students and faculty on academic requirements and timelines.
• Report significant academic changes to key offices and the Registrar.
• Prepare reports for the Executive Director and other offices.
• Develop working relationships with internal and external constituents to facilitate administrative grouping business.
• Coordinate with faculty and staff on student engagement efforts.

Skills

Administrative experience

Communication skills

Prioritization

Independent work

Microsoft Office

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:

Reporting to the Executive Director with work delegated by theChair of Astronomy and the Faculty member who overseesundergraduate affairs, the Undergraduate Coordinator/ChairAssistant serves as the primary administrative point of contact forall undergraduate students and supports academic and studentprograms for the administrative grouping. The UndergraduateCoordinator/Chair Assistant will be the direct liaison to theRegistrar’s Office, Office of Undergraduate Studies, AdvisingOffice, and House Deans to help resolve student issues. They mayalso address, plan and apply for funds to help support events inthe Department. Additionally, this position also works to supportthe Chair to offer administrative support for all faculty-relatedmatters.

Job-Specific Responsibilities:

Serves as the primary administrative point of contact for studentsin a department or administrative grouping. May perform some or allof the below duties:

Undergraduate Coordinator

• Advise students and faculty on academic requirements, policies,fellowship deadlines and degree applications and timelines.
• Report significant academic changes to the Chair, DUS,Executive Director and the Registrar’s Office.
• Provide period reports to the Executive Director and other FASadministrative offices
• Independently and proactively develops working relationshipswith internal and external constituents to facilitateadministrative grouping business and problem solving (FinancialOffice, Registrar’s Office, OUE, etc.)
• Work closely with the Directors of Undergraduate Studies,oversees/develops student programs and monitors student progresstoward degree requirements
• Prepare reports as requested by Registrar Office and fundingproposals relating to professional development.
• May collaborate with faculty and staff on student engagementefforts (University fairs, welcome dinners for students, etc.)

Chair Assistant

• Provide general administrative support to the Chair
• Tracks and maintains departmental faculty records
• Supports departmental committees
• As needed, provides day-to-day support to the department suchas ordering supplies, submitting expenses, sorting mail, andproviding front-desk assistance to visitors
• Perform general office duties including photocopying, scanning,filing, ordering office supplies, placing catering orders, andreserving space for meetings and events.
• Supports the Chair and/or other department leaders ondepartment/program-wide initiatives by scheduling meetings orevents, or helping with logistics.
• Drafts and distributes internal and externalreports/communications on behalf of the Chair, as needed (tointernal and external constituents).
• Coordinates and leads preparations for department facultymeetings, drafts meeting agendas and minutes.
• Proofread and edit documents, including student recommendationletters on behalf of the Chair
• Use Concur and B2P (Buy-to-Pay) financial platforms to processpayments, invoices, reimbursements, and corporate cardstatements.
• Support faculty teaching by scheduling courses, and postingcourse materials, announcements, and student assignments/officehours via Canvas, the course management platform. Arrange coursepackets and obtain copyright for course materials, and arrange AV,catering, and other set-up needs. May support online learning withremote learning tools such as Zoom and video editing software.

Event and Program Support

• Coordinates and supports a variety of department-wide eventsand/or meetings, working with central services as needed.
• Under the general guidance of the Chair & UndergraduateFaculty Director, serve as the lead administrator forgrouping-level projects or programs.
• Assist with coordinating departmental conferences and lectures,including arranging media, catering, guest outreach, materials,accommodation, and travel.

Working Conditions:

• This position is fully on-site in Cambridge, MA and does notoffer any hybrid flexibility

Qualifications

Basic Qualifications:

• Three or more years of related experience in an officeenvironment; education beyond high school may count towardsexperience.

Additional Qualifications and Skills:

• Administrative experience in a customer service oroperations-oriented office preferred.
• Ability to prioritize work in an environment with multipleconflicting interests
• Ability to work independently with minimal supervision andhandle complex and confidential information with discretion
• Proven ability to work independently and collaboratively aspart of a team.
• Must have excellent communication and interpersonal skills andhave the ability to resolve with sensitivity and accuracy, a widerange of issues from inquiring students, faculty, and otherentities.
• Excellent organizational and interpersonal skills, and abilityto prioritize work and delivery timely task completion withcompeting deadlines and frequent interruptions in an activeoffice.
• Must have the ability to work in fast past paced environmentwith minimal supervision.
• Excellent computer skills as well as willingness to learn newapplications. High degree of proficiency with entire MicrosoftOffice Suite to include Outlook, OneNote, Excel, Adobe products,and Google Suite.

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 andReference Checks required,

Other Information:

• All formal offers will be made by FAS HR.

Work Format Details

This position has been determined by school or unit leaders thatall duties and responsibilities must be performed at a Harvard orHarvard-designated location. Certain visa types may limit worklocation. Individuals must meet work location sponsorshiprequirements prior to employment.

Salary Grade and Ranges

This position is salary grade level 055. 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 & WellbeingPage .

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'sequal employment opportunity policyand non-discrimination policy help allcommunity members participate fully in work and campus life freefrom harassment and discrimination.