Job Summary

This position consolidates support for the Secondary Concentration in Educational Studies (Ed Secondary) and administrative support for the program?s faculty. Reporting to the Associate Director for the Teaching and Teacher Leadership (TTL) program, this position will act as the primary point of contact for prospective and current undergraduate students committed to the Ed Secondary and will be responsible for the administrative and financial operations support for faculty members, including providing support for teaching, research, advising, travel, and related activities. This position will be expected to be actively involved with the Faculty Support Services team.

Position Description

Program Responsibilities

• Recruit, onboard, and manage a group of 10-15 students comprising the Student Advisory Committee (SAC)
• Advise and assist Harvard undergraduate prospects and those committed to the Ed Secondary
• Monitor and update approved courses for the Ed Secondary to include jointly offered courses as well as Education Studies focused courses (EDST) and identify new courses for approval
• Track core requirements of approved courses and approved capstone projects for committed students from time of commitment to time of degree completion
• Support Ed Secondary students within my.harvard by creating student exceptions in the Academic Advising Report (AAR) and adding capstone completion information
• Assist the Faculty Director and the Ed Secondary Lecturer in the planning, resourcing, and support of all SAC planning meetings
• Organize, plan, staff, and resource information sessions throughout the academic year
• Manage the development of digital marketing assets for Visitas and other events as needed
• Recruit Harvard undergraduates to join the Ed Secondary and coordinate recruiting efforts with other Harvard programs focused on teaching
• Recognize the graduating senior class
• Coordinate with the FAS Registrar on Secondary Concentration administrative needs

Marketing & Communications:

• Create and distribute weekly communications to Harvard undergraduates
• Manage and develop social media channels
• Design and maintain the program website on Open Scholar platform
• Maintain and disseminate the student directory (active and alumni)
• Assist the FAS Office of Career Services (OCS) with communications strategy

Financial Activities:

• Process all expense reimbursements related to the Ed Secondary program?s work
• Serve as the sole purchasing agent for the program?s operating expenses
• Manage, market, and award student group grant decisions and payments
• Hire temporary student employees as necessary
• Prepare internal and external expense reports and handle any other financial reimbursement process
• Manage core institutional fund expenditures (e.g., TTRF, FRIF, CIG awards)
• Process reimbursement payments in CONCUR for faculty
• Reconcile the use of Harvard corporate credit cards by faculty members in CONCUR on a rolling basis
• Process invoices or other expenditures, including reimbursements and research subject payments in Buy2Pay when applicable
• Assist with hiring temporary student and non-student employees as well as approving weekly timesheets
• Collaborate with finance office and HR with the onboarding of and payments to vendors and independent contractors
• Work closely with the Office of Sponsored Projects (OSP) to manage the spending of sponsored funds over time in compliance with award parameters

Course/Teaching Support

• Support residential classroom teaching and learning
• Coordinate activities with other course administration offices (e.g., Academic Affairs, Registration, Teaching & Learning Lab, IT, Library, Operations)
• Responsible for course preparation, including managing and ordering required course materials along with eBooks and book chapter PDFs in collaboration with the Digital Scholarship Librarian
• Support syllabus preparation with the editing, formatting, and posting of syllabi
• Build and maintain course websites utilizing the Cidi Labs suite of tools in Canvas course platforms
• Assist in the hiring of Teaching Assistants/Teaching Fellows
• Arrange media support for classes and manage requests for classroom supplies as needed

This is a two year term position with possibility of extension

Basic Qualifications

• Minimum of 3 years administrative/coordination experience. Education beyond high school may count towards years of experience.
• Any applicant wishing to be considered must provide a cover letter in addition to a resume

Additional Qualifications and Skills

• College degree preferred or an equivalent of college level coursework plus relevant experience in an administrative role.
• Experience supporting multiple supervisors strongly preferred.
• Excellent time management and organizational skills, and the ability to prioritize competing demands in a fast-paced environment.
• Ability to work with interruptions, adapt to change, and respond quickly to last-minute alteration requests regarding calendars, schedules and travel.
• Prior work experiences that called for independent initiative, and ability to work independently with minimal supervision, make appropriate adjustments to workflow, and problem solve.
• Strong attention to detail, accuracy, and follow through essential. Ability to establish effective work relationships across all levels.
• Excellent customer service and oral and written communication skills.
• Strong proficiency with the Microsoft Office Suite.
• Competency using a variety of computer software, including Word, Excel, Power Point and Google Suite. Experience with Adobe Suite and Zoom.
• Possesses the ability to learn and adapt to new systems quickly, including emerging office technologies and communication tools.
• Experience with updating websites and using Harvard financial systems and iProcurement preferred.
• Solid working knowledge of basic financial concepts and tools (i.e., financial reporting, spreadsheet manipulation) preferred.

Working Conditions

HGSE is currently developing dynamic workplace models which will actively support a combination of on-campus and remote work (within a state in which Harvard is registered to do business) where business and operational needs allow. You and your manager will discuss the best schedule based on your role and operational need. If your role allows for remote work, please note that all remote work must be performed within a state in which Harvard is registered to do business (CA (Only Exempt), CT, GA, IL, MA, MD, ME, NH, NJ, NY, RI, VA, VT, and WA). Please also note that Harvard will withhold each applicable state?s required tax and other withholdings from your paycheck for the time you work there.

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.

We regret that the Harvard Graduate School of Education does not provide Visa sponsorship

Additional Information

Job responsibilities continued

Administrative/Research Support

• Act as liaison with other faculty, outside contacts and administrative departments on behalf of the faculty to address issues as they arise
• Prepare recommendation letters, memos, reports and drafts routine correspondence
• Proofread or review documents, including but not limited to manuscripts, articles and transcripts, including citations, footnotes and exhibits for accuracy, recommending edits as necessary
• Maintain and update biographical information including CVs and biosketches for faculty
• Retrieve and order books and articles from the library HOLLIS system
• Schedule meetings, book associated rooms, and all related arrangements for short duration campus meetings
• Coordinate travel arrangements
• Support faculty with coordination and implementation of special projects/events/assignments
• Order office and classroom supplies
• Coordinate catering

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.

Work Format

Hybrid (partially on-site, partially remote)


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.

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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