Administrative Coordinator, Graduate Education

Manages and executes the appointment cycle each semester for GradEd master’s and Ph.D. students, temporary staff, and other academic employees. Ensures that every appointment is created, maintained, and extended accurately, on time, and in full compliance with federal regulations, collective bargaining agreements, and university policies and procedures. Identifies gaps in hiring and appointment policies and procedures, recommends new or revised policies, and implements standardized processes to ensure consistency and compliance. 

Job-Specific Responsibilities:

• Serves as the principal administrative contact for advising faculty, students, staff and department administrators on compliance with HR hiring practices, Student Union and HAW appointment policies, and applicable collective bargaining agreement provisions for hiring student tutors, research assistants, teaching fellows, teaching assistants, temporary course instructors, other academic positions, less-than-half-time employees, contingent workers, and summer interns. 
• Manages all aspects of the student worker appointment process ensuring compliance with federal and union policies, student funding policies and working with faculty and the student on the complex details, researching, problem solving and addressing any issues, concerns or questions.
• Provides instruction for student funding adjustments and works with colleagues across the University to ensure funding is accurate.
• Leads curriculum administration for the six OGE Ph.D. programs, managing the publication of all OGE Ph.D. courses and advising faculty on course creation, structure, and scheduling to keep courses aligned with HMS policies and standards.
• Serves as the principal point of contact for researching and resolving curriculum and enrollment issues, and prepares reports and analysis on curriculum and enrollment data to inform leadership.
• Oversees student registration and enrollment process for the OGE Ph.D. programs, ensuring compliance with student and faculty policy.
• Serves as the primary resource for complex enrollment questions, and produces enrollment reports to help inform student success.
• Primary responsibility for building the Student Worker budget, tracking spending throughout the year, highlighting variances due to additional position approvals or the removal of positions.
• Will generate budget projection models and reports for OGE Finance and leadership to support informed decisions about the budget. 
• Other administrative and office duties and special ad hoc projects as needed.

As part of your application, we recommend including a cover letter that will help us better understand your qualifications and background. This can provide valuable insight into your experience and interest in the role.

Qualifications

Basic Qualifications:

• 4 or more years of experience. Higher education may count towards experience.

Additional Qualifications and Skills:

• College degree strongly preferred, or an equivalent of education plus relevant business experience.
• Experience working in higher education.
• High level of independent judgment, initiative, discretion, collegiality, professionalism, confidentiality, and attention to detail.
• Ability to work independently, identify priorities and resolve administrative issues, while recognizing when matters should be escalated.
• Ability to evaluate, refine/develop and execute on effective, sustainable, and efficient processes and systems.
• Excellent organizational skills with particular ability to prioritize work in an environment with multiple and conflicting interests.
• Excellent written and verbal communication skills.
• Fluency in Microsoft Office applications.

Additional Information

• Standard Hours/Schedule: 40 hrs. per week | Monday - Friday | 8:30 am - 5:30 pm 
• Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position
• Pre-Employment Screening: Identity
• Interview Format: The interview process will include both virtual and in-person components (e.g., initial virtual screening followed by on-campus final interviews).
• Staying Informed About Your Application: Due to the high volume of applications, we may not always be able to reach out right away, but you can track your status anytime through the Careers@Harvard portal.

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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 055. 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.

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 Harvard Medical School?

Harvard Medical School's mission is to nurture a diverse, inclusive community dedicated to alleviating suffering and improving health and well-being for all through excellence in teaching and learning, discovery and scholarship, and service and leadership.

You’ll be at the heart of biomedical discovery, education, and innovation, working alongside world-renowned faculty and a community dedicated to improving human health. This is more than a job - it’s an opportunity to shape the future of medicine.