Courses, Scheduling, and Classrooms Coordinator

15-Feb-2024

Faculty of Arts and Sciences

64928BR

Job Summary

Responsible for the scheduling and maintenance of course records for the Harvard Extension School and Harvard Summer School course catalogs in the student information system.

Position Description

Reporting to the Assistant Registrar, the Courses, Scheduling, and Classrooms Coordinator is responsible for the scheduling and maintenance of course records for the Harvard Extension School (HES) and Harvard Summer School (HSS) course catalogs in the student information system (SIS) and across all course information platforms. As a key member of the course administration team within the Division of Continuing Education (DCE) Registrar’s Office, this position works closely with DCE Academic Administration and a wide range of DCE and Faculty of Arts and Sciences (FAS) stakeholders on all aspects of setting up the catalog and schedule for over 1,000 Harvard Extension School courses and over 500 Harvard Summer School courses annually.

Specific duties and responsibilities include:

• Reviews and updates course details for catalog preparation across multiple platforms
• Prepares the meeting schedule for assigned HES and HSS courses
• Assigns classrooms for courses meeting on campus, balancing pedagogical and technological needs and optimizing room use
• Coordinates with faculty, teaching assistants, and room schedulers to reserve classrooms for discussion sections, exams, and other course-related events
• Maintains data on instructional spaces and event venues across various platforms
• Monitors FAS RoomBook (EMS) queue and responds to requests for DCE-scheduled classrooms
• Manages team email queues in Salesforce and monitors Slack channels, responding to inquiries and escalating as needed
• Updates and maintains multi-user FileMaker relational database
• Gathers, compiles, and updates course information from faculty course proposals, rolled courses, and other sources into relational database for preparation of HES and HSS catalogs
• Performs testing of new processes, software, and systems as directed
• Serves as a principle source of information on courses for faculty, students, and staff
• Composes concise, accurate, and timely written correspondence with faculty, students, FAS and DCE administration
• Contributes to course-related contingency planning
• Provides general support to the Registrar’s Office team as needed

Basic Qualifications

• Three or more years of experience in academic or equivalent administration
• Education beyond high school may count towards experience

Additional Qualifications and Skills

• Bachelor’s degree preferred
• Outstanding organizational, communication, writing, and interpersonal skills required
• Must be able to handle multiple priorities in a fast-paced environment
• Must be able to work independently, exercise sound judgment, and handle complex and confidential information with discretion
• Excellent and unwavering attention to detail
• Fluency in Microsoft Office Suite (particularly Word, Excel, and Outlook)
• Experience using relational databases and/or customer relationship management systems (CRMs) preferred. Specific experience with FileMaker, Ellucian Banner, and/or Salesforce a plus
• Experience working in an academic environment, especially with faculty, course scheduling, or resource management, a plus

Physical Requirements

Sitting using near vision use for reading and computer use for extended periods of time.

Working Conditions

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.

Additional Information

• We will not provide visa sponsorship for this position.
• A cover letter is highly encouraged for consideration.
• All formal offers will be made by FAS Human Resources.

Work Format Details

This position will be based in Cambridge, MA. Hybrid workplace models in place at DCE with a minimum of 2 days per week on campus. DCE may adjust these as necessary or appropriate.

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

The Division of Continuing Education (DCE) comprises several entities serving about 30,000 students annually. The Harvard Extension School, the Harvard Summer School, the Harvard Professional Development Programs and the Harvard Institute for Learning in Retirement allow Harvard to serve the learning needs of students across their life. For more than a century, Harvard Extension School has made Harvard faculty and teaching accessible to a diverse community of local, national, and international students. Harvard Extension School enrolls approximately 17,000 students per year in approximately 46 graduate and undergraduate liberal arts and professional fields. More than 1,500 open enrollment courses are offered year-round with over 600 available online are offered at affordable prices to our communities across the world. Harvard Summer School offers approximately 450 courses on the Harvard Campus to 11,000 secondary school, college and adult learners and more than 30 international study abroad programs for up to 600 students each summer. The Division also includes the Harvard

Institute for Learning in Retirement with approximately 550 active members and Harvard Professional Development Programs offering nearly 130 short noncredit programs to more than 3,000 participants annually.

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 – Cambridge

Job Code

403134 Coordinator I

Work Format

Hybrid (partially on-site, partially remote)

Sub-Unit

Division of Continuing Education

Department

Division of Continuing Education

Union

55 – Hvd Union Cler & Tech Workers

Pre-Employment Screening

Identity

Schedule

Monday-Friday, 9-5pm

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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