Faculty Affairs Administrator

18-Nov-2023

Harvard John A. Paulson School of Engineering and Applied Sciences

64276BR

Job Summary

Reporting to the Assistant Dean for Faculty Affairs with a dotted line to the Assistant Director of Academic Appointments, the Faculty Affairs Administrator performs a wide range of highly- skilled administrative duties that support the activities of the Office for Faculty Affairs. The Faculty Affairs Administrator provides administrative and programmatic support related to the Assistant Dean’s oversight of faculty and researcher-related activities. This position works closely with the Assistant Dean for Faculty Affairs and interacts regularly with the Dean’s Office, SEAS Computing, SEAS Finance, SEAS Communications, the Harvard International Office, FAS Faculty Affairs, as well as SEAS faculty and researchers. This position requires poise and professionalism, a very proactive approach, a high degree of attention to detail, excellent proofreading skills, and the ability to work independently and handle multiple moving parts while also keeping track of the big picture.

Position Description

• Provides high level administrative support for the Assistant Dean for Faculty Affairs, preparing documents and reports, working on detailed projects, and responding to frequent, last-minute requests for data.
• Approves all researcher actions in the Aurora personnel system.
• Approves all SEAS researcher postings in ARIeS, the University’s academic job portal.
• Manages I-9 initial paperwork and reverifications for SEAS faculty and researchers.
• Manages faculty sabbaticals and leaves in the Aurora personnel system and maintains updates in FAS Leaves Database.
• Serve as main liaison to Lincoln Financial for MAPFML leaves.
• Collaborate with Academic Appointments Managers on visa applications.
• Assists with the organization and support of events for postdoctoral fellows.
• Processes appointments for the annual Research Experience for Undergraduates (REU) summer program. Processes batch appointment changes/salary updates.
• Responsible for proactively tracking and maintaining schedule of deadline-driven annual activities and ensures tasks are completed on time
• Monitors budget for the Office for Faculty Affairs; review discrepancies; work with area staff and Financial Operations to monitor charges; pay external invoices; and track and manage all financial expenses, including purchasing card and reimbursement payments.
• Maintains and helps develop Faculty Affairs-related content for the SEAS website, including SEAS faculty and researcher directory content. Reviews and updates Faculty Affairs-related policy and procedure documents annually or as needed.
• Manages archiving of faculty review, promotion and new hire materials. Maintains and updates the faculty committee database.
• Serves as liaison to SEAS Computing for technical assistance with SharePoint folders and other related tasks (e.g., set up folder permissions), as well as meticulously maintains several listservs including adding and removing scholars.
• Drafts, proofreads and edits correspondence and ensures high quality of all written materials (including emails). Works closely with the Dean’s Office on preparation of letters requiring the Dean’s signature.
• Drafts employment confirmation letters for faculty and researchers. Responds to Harvard Housing employment confirmation requests.
• Responds to Central Payroll requests for social security number updates.
• Performs general office tasks, (e.g. filing, copying, archiving, purchasing supplies, processing payment requests, scheduling meetings) as needed.
• Contributes to the School’s efforts by accomplishing related duties as required.

Basic Qualifications

5 or more years of related experience.  Education beyond high school may count towards experience.

Additional Qualifications and Skills

• College degree and experience working in an academic environment preferred.
• Excellent communication, interpersonal, and organizational skills.
• High level of attention to detail, accuracy, and proofreading skills.
• Demonstrated ability to take initiative, establish work priorities, meet deadlines, work effectively with interruptions, and respond quickly.
• Flexibility, adaptability, and the ability to work independently and collaboratively with colleagues at all levels.
• Ability to manage confidential information with sensitivity and discretion.
• Demonstrated experience working with and manipulating large amounts of data in Excel and creating professional PowerPoint presentations.
• Ability to learn new software/systems quickly. Familiarity with Outlook and Google calendars, SharePoint, and Harvard financial systems helpful.

Working Conditions

Work is performed in an office setting. This position may require travel between our Allston, MA and Cambridge, MA campuses. Shuttles between the two locations are available during the workday.

Additional Information

• Applicants should submit a resume and cover letter.
• The Harvard John A. Paulson School of Engineering and Applied Sciences does not provide visa sponsorship for administrative and staff positions.
• This position is based on our Allston, MA campus and a weekly on-campus presence may be required. The on campus presence for this role may fluctuate based on business needs. Must be able to work Monday through Friday, 35 hours/week.
• A hybrid/flexible work schedule may be explored with the hiring manager 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

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 .

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. 

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 – Allston

Job Code

404038 Coordinator II (FSS)

Work Format

Hybrid (partially on-site, partially remote)

Department

SEAS Faculty Affairs

Union

55 – Hvd Union Cler & Tech Workers

Pre-Employment Screening

Criminal, 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.

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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