Harvard University Coordinator II in Cambridge, Massachusetts

43796BRAuto req ID:43796BRLocation:USA - MA - Cambridge Business Title:Faculty Affairs CoordinatorSalary Grade:055Time Status:Full-time Union:55 - Hvd Union Cler & Tech Workers Basic Qualifications:BA required, 6+ years of work experience in an academic environment.

Requires a high-level of proficiency in using technology to support complex administrative functions through word processing, spreadsheets, google docs, mail merges, databases, and website management. Advanced experience with MS Office required. Basic proficiency with Excel; advanced Word and PowerPoint skills. SharePoint, InDesign, WordPress, & Qualtrics experience a plus.

Additional Qualifications:Experience in faculty affairs or academic administration preferred, with emphasis on providing strong customer service in a setting with many international faculty members. Excellent written and oral communication, interpersonal and organizational skills and attention to detail. Ability to handle sensitive, confidential matters with discretion and diplomacy. Ability to work closely with diverse faculty and administrators. Ability to manage multiple projects in a fast paced environment, and work flexibly with the team in a newly-defined role. Experience with ARIES (Harvard’s online faculty recruitment system), ISD (Harvard’s International Office’s web-based application system), and CREW preferred. Experience with PeopleSoft desirable.

Additional Information:NOTE: A cover letter describing interests and skills related to the position is required along with a resume.Department:Faculty PlanningPre-Employment Screening:Identity Job Function:Faculty & Student Services, General AdministrationDuties & Responsibilities:SUMMARY:

Reporting to the Assistant Dean for Faculty Affairs, and as member of the Academic Affairs team, the Faculty Affairs Coordinator handles diverse sensitive and critical matters related to faculty recruitment, development, and support. Position requires high degree of confidentiality.


  • Provides high level of coordination for diverse programs and activities related to faculty recruitment, hiring, and ongoing support, efficiently juggling multiple duties and timelines with high degree of discretion.

  • Coordinates policy update and revision process and manages documentation and distribution process; creates and maintains handbooks, guides, orientation handouts and other documents in print and digital/online formats.

  • Coordinates and prepares documents in support of diverse faculty programs and resources, including recruitment (advertisements), employment verification, leaves, retirement, compensation, benefits, etc.

  • Provides scheduling and logistics support for faculty search meetings and Senior Faculty meetings; handles calendar and scheduling for the Assistant Dean.

  • Provides support for junior faculty mentoring program.

  • Acts as principal administrative contact and liaison to University International Office and principal source of information on University and local policies and procedures relating to visas for academic appointments; Processes employment visas for all academic appointees at the GSD; coordinates with academic department staff and academic appointments assistant on visa process and documents.

  • Advises and responds to visa information requests and assists prospective and newly appointed faculty; tracks and monitors high volume of new visas and renewals for ladder faculty, visiting faculty, and research appointees.

  • Responsible for maintaining and updating content of current Faculty Planning website and faculty profiles; participates in planning and implementation of improved faculty affairs web portal.

  • Coordinates faculty annual activity report submission process; tracks and reports on faculty activities and publications.

  • Coordinates other ad hoc projects as needed, and provides backup for other administrative personnel as needed.

    School/Unit:Harvard Graduate School of Design EEO Statement:We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, gender identity, sexual orientation or any other characteristic protected by law.