Job Description:

05-Apr-2024

Administrative Coordinator, Academic Programs

Harvard John A. Paulson School of Engineering and Applied Sciences

65393BR

Job Summary

Reporting to the Director of Undergraduate Education – Administration, the Administrative Coordinator provides a full range of highly skilled administrative support to the Director and the Office of Academic Programs (OAP) at the Harvard John A. Paulson School of Engineering and Applied Sciences (SEAS). This role oversees administrative tasks related to the Director's leadership of planning, assessing, and implementing SEAS undergraduate educational programs, managing ABET accreditation requirements, and supporting course administration. The Administrative Coordinator plays a key role in enabling the smooth functioning of undergraduate programs and SEAS courses through dedicated administrative work.

Position Description

Educational Committee Administration:

• Coordinate education-related committees supporting undergraduate programs, including scheduling meetings, taking notes, and assisting with the preparation and editing of committee materials.
• Work closely with committee chairs and members to support the progress of projects, collect and analyze data, and maintain online committee records.

Accreditation Administration:

• Support ABET accreditation work including coordinating the collection of student assessment materials, managing online files, and coordinating access to confidential records.
• Review and analyze assessment data, prepare reports on results for faculty committees and ABET, and manage logistics for ABET visits ensuring sensitive data is protected and materials are organized.
• Coordinate annual student focus groups with School and program leadership.

Course Support Hiring:

• Primary staff responsible for submitting hiring actions for Teaching Fellow (TF) and Course Assistant (CA) positions for all SEAS courses.
• Prepare and issue appointment letters for TF, CA, and Teaching Assistant (TA) positions, and serve as a principal contact for student worker questions on policies related to these appointments.
• Provide backup support for collecting work authorization forms.

Academic Data and Course Planning Administration:

• Work with program advisors and the Faculty of Arts and Sciences (FAS) Registrar’s Office to maintain the Academic Advising Report (AAR) tool in the my.harvard student information system for multiple undergraduate programs.
• Stay up to date on all new self-service functionalities in the AAR system, and coordinate with program advisors to manage the academic exception process.
• Prepare degree audit reports. Serve as administrative point of contact for SEAS course planning tool, verifying accuracy of information between the SEAS tool and the FAS course catalog.
• Work with OAP staff to manage the academic advisor assignment process in my.harvard.

Budget Monitoring:

• Triage funding requests for spending on undergraduate programs and classroom budgets.
• Monitor and audit course spending on academic programs budgets and work with stakeholders to prevent over-expenditures.
• Manage and reconcile purchasing card, corporate credit card, and reimbursement payments.

Administrative Support:

• Organize complex meetings and arrange travel. Assemble reports, draft correspondence, and ensure high quality writing.
• Coordinate event logistics.

Additional Tasks:

• Implement additional tasks as needed including website updates, catalog and classroom backup, and creating documents for special projects.
• Handle urgent stakeholder requests.

Basic Qualifications

5+ years of administrative office experience. Education beyond high school may count towards years of experience.

Additional Qualifications and Skills

• College degree and/or experience working in an academic setting preferred.
• Proven administrative skills, proactive, ability to prioritize and respond quickly, problem-solve and bring issues to resolution. Self-initiativeand good judgment.
• Excellent oral and written communication skills, organizational skills; accuracy and attention to detail, and ability to work with frequent interruptions.
• Intermediate level proficiency with Microsoft Office Suite, including Word, Excel, and PowerPoint.
• Experience with formatting and organizing file-sharing preferred; knowledge of SharePoint a plus.
• Ability to produce professional presentations and materials.
• Experience formatting and tracking large data sets and performing data analysis or ability and willingness to learn.
• Ability to adapt to new and emerging technologies, systems, and electronic tools.
• Ability to work across teams and with a variety of projects and constituencies is essential.

Working Conditions

Work is primarily performed in an office, seminar room, or classroom environment. This position will require 3 or more on-campus workdays each week. The primary work location is on our Allston, MA campus. This position may also work on our Cambridge campus as-needed. Some events require staff to work on-campus for specific days each semester.

Additional Information

• Applicants should submit a cover letter and resume to be considered for this position.
• The Harvard John A. Paulson School of Engineering and Applied Sciences does not provide visa sponsorship for administrative and staff positions.
• Individual flexible and hybrid work options for this role may be discussed during the interview process.
• The health of our workforce is a priority for Harvard University. With that in mind, we strongly encourage all employees to be up-to-date on CDC-recommended vaccines.

Work Format Details

This is a hybrid position that is based in Massachusetts. Additional details will be discussed during the interview process. All remote work must be performed within one of the Harvard Registered Payroll States, which currently includes Massachusetts, Connecticut, Maine, New Hampshire, Rhode Island, Vermont, Georgia, Illinois, Maryland, New Jersey, New York, Virginia, Washington, and California (CA for exempt positions only). Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

About Us

About SEAS
The Harvard John A. Paulson School of Engineering and Applied Sciences serves as the connector and integrator of Harvard’s teaching and research efforts in engineering, applied sciences, and technology. Our core tenets are educating broad-minded students; interdisciplinary research; integration across disciplines; and balancing theory, experimentation and practice to create an unmatched environment for learning and exploration. Through collaboration with researchers from all parts of Harvard, other universities, and industry, we bring discovery and innovation directly to bear on improving human life and society. For more information about us, please visit www.seas.harvard.edu.

Benefits

We invite you to visit Harvard's Total Rewards website (https://hr.harvard.edu/totalrewards) to learn more about our outstanding benefits package, which may include:

• Paid Time Off: 3-4 weeks of accrued vacation time per year (3 weeks for support staff and 4 weeks for administrative/professional staff), 12 accrued sick days per year, 12.5 holidays plus a Winter Recess in December/January, 3 personal days per year (prorated based on date of hire), and up to 12 weeks of paid leave for new parents who are primary care givers.
• Health and Welfare: Comprehensive medical, dental, and vision benefits, disability and life insurance programs, along with voluntary benefits. Most coverage begins as of your start date.
• Work/Life and Wellness: Child and elder/adult care resources including on campus childcare centers, Employee Assistance Program, and wellness programs related to stress management, nutrition, meditation, and more.
• Retirement: University-funded retirement plan with contributions from 5% to 15% of eligible compensation, based on age and earnings with full vesting after 3 years of service.
• Tuition Assistance Program: Competitive program including $40 per class at the Harvard Extension School and reduced tuition through other participating Harvard graduate schools.
• Tuition Reimbursement: Program that provides 75% to 90% reimbursement up to $5,250 per calendar year for eligible courses taken at other accredited institutions.
• Professional Development: Programs and classes at little or no cost, including through the Harvard Center for Workplace Development and LinkedIn Learning.
• Commuting and Transportation: Various commuter options handled through the Parking Office, including discounted parking, half-priced public transportation passes and pre-tax transit passes, biking benefits, and more.
• Harvard Facilities Access, Discounts and Perks: Access to Harvard athletic and fitness facilities, libraries, campus events, credit union, and more, as well as discounts to various types of services (legal, financial, etc.) and cultural and leisure activities throughout metro-Boston.

Job Function

General Administration

Department Office Location

USA - MA - Allston

Job Code

403040 Coordinator II

Work Format

Hybrid (partially on-site, partially remote)

Sub-Unit

------------

Salary Grade

055

Department

SEAS Office of Academic Programs

Union

55 - Hvd Union Cler & Tech Workers

Time Status

Full-time

Pre-Employment Screening

Education, Identity

Commitment to Equity, Diversity, Inclusion, and Belonging

Harvard University views equity, diversity, inclusion, and belonging as the pathway to achieving inclusive excellence and fostering a campus culture where everyone can thrive. We strive to create a community that draws upon the widest possible pool of talent to unify excellence and diversity while fully embracing individuals from varied backgrounds, cultures, races, identities, life experiences, perspectives, beliefs, and values.

SEAS Commitment to Diversity
The Harvard John A. Paulson School of Engineering and Applied Sciences (SEAS) is dedicated to building a diverse community of individuals who are committed to contributing to an inclusive environment. Some of our core values include respect for all, serving the greater good, and welcoming individuals from diverse backgrounds, experiences, and perspectives.

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, pregnancy and pregnancy-related conditions, or any other characteristic protected by law.

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