Academic Affairs Coordinator

18-Mar-2024

Faculty of Arts and Sciences

65202BR

Job Summary

This position is a member of the IQSS administrative team, providing academic personnel and staff support for all IQSS faculty affiliates from across the University in all schools and reporting directly to the IQSS Director of Human Resources.

Position Description

Academic Policy Advisement Independently advises faculty, managers, academic personnel, and visitors on all HR/Harvard/US regulations and policies related to their appointment and affiliation with Harvard and IQSS as appropriate.

Academic Classification and Compensation Independently advises faculty members from across Harvard schools on academic affairs policies and practices regarding the appointment, promotion, and compensation of various levels of academics and researchers. Makes salary recommendations, requests one-time payments, seeks exception requests as needed. Solves complex academic scenarios when other units or departments are working in conjunction with IQSS on a project to determine appropriate classification, administration and appointment options. May require seeking an exception from various leadership and offices to ensure Harvard compliance.

Academic Recruitment Directly works with faculty on recruitment plans. Provides recommendation and guidance about sourcing, job posting, analyzing and tracking candidates, overall selection practices; Makes advertising recommendations to meet diversity goals; Coordinates search committees and advises on responsibilities. Requests required approvals from Faculty Affairs; Reviews resumes, screens candidates, conducts/coordinates reference checks, initiates screenings; Provides applicants with information re requirements, locations, salary, benefits, policies; Makes salary recommendations; Composes appt and reappt letters. Processes all appt actions in Aurora; Tracks all paid and unpaid academic appointees.

Academic Visa Administration Advises faculty and academic appointee on Visa categories in conjunction with HIO for new and extended Visa sponsorship by Harvard. Prepares and reviews ISD application and documents to assure compliance with HIO, University requirements and US regulations. Keeps current on trends, compliance issues, regulations and guidelines regarding J-1, F-1 OPT, and F-1 STEM OPT (reviews all HIO notices, attends training), adapts and incorporates new regulations and practices as required and advises appropriate community members.

Academic Leaves Administration Acts as liaison with appropriate office for leaves administration for academic appointees. Connect employee with appropriate office or 3rd-party administrator to initiate formal request. Ensure IQSS payroll has correct information.

Human Resource Guidance for Staff Responds to inquiries, provides info and correspondence on array of HR policies and procedures related to employment. Provides proactive customer-focused service to employees and supervisors and escalates issues as appropriate; Informs Asst Director of HR of existing or potential ER or compliance issues or problematic trends. Researches questions and issues; Coordinates/Processes EE onboarding and offboarding; Serves as contact person for general HR questions; Directs employees to Central/FAS departments as needed; Supports HR team’s strategic priorities and demonstrates ability to change the execution of tasks appropriately based on priorities. May require helping with various HR tasks as needed; Keeps current on trends, compliance issues, regulations and guidelines regarding HR and HU policy.

Reporting/Records/Data Prepares and maintains unit’s academic and staff personnel and student records. Prepares, reviews, interprets and analyzes employee data, information, and reports, makes recommendations. Tracks data for metrics. Prepares and reviews academic appt end date report and visa expiration report monthly; Enters all appointment actions in Aurora for staff and academic appointees (e.g. new hire, increase, reclass, terms), updates staffing and payroll lists, tracks all paid and unpaid academic appointees via IQSS Visitor List and the appt end date report. Runs associated appt and salary reports; Posts all staff job openings on Harvard Careers; Tracks all term staff appts via appt end date report; Requests actions via PREP as needed.

Basic Qualifications

Minimum five years of relevant business experience. A combination of education and experience may be considered.

Additional Qualifications and Skills

Bachelor’s degree strongly preferred. Highly organized with capacity to manage and prioritize competing tasks independently while maintaining superior customer service.  Must be able to maintain strict standards of confidentiality.  Excellent attention to detail with consistent follow-through.  Proven interpersonal skills.  Ability to work independently and as part of a team.  Ability to learn (or knowledge of) multiple and diverse enterprise systems (Aurora, PeopleSoft, MIDAS, etc.).  Harvard experience preferred.

Screenings Required: Criminal, Identity

Additional Information

This is a two-year term position from the appointment start date.

We are unable to provide visa sponsorship for this position.

All formal offers will be made by FAS Human Resources.

IQSS sits in the Division of Social Science, which is strongly committed to creating and supporting a diverse workforce. Respect and fairness, kindness and collegiality, and trust and transparency are among the values we espouse and promote in our workplace culture. We work hard to ensure a healthy, inclusive and positive environment where everyone does their best work in support of Harvard’s mission.

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.

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

Faculty & Student Services

Department Office Location

USA – MA – Cambridge

Job Code

404038 Coordinator II (FSS)

Work Format

Hybrid (partially on-site, partially remote)

Department

The Institute for Quantitative Social Science (IQSS)

Union

55 – Hvd Union Cler & Tech Workers

Pre-Employment Screening

Criminal, 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.

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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