As part of a collaborative team reporting to the Assistant Dean for Faculty and Academic Affairs, the Office of Academic Affairs (OAA) Coordinator position supports a wide range of complex and confidential administrative and clerical duties as listed below. * This position serves as the primary support contact the for Associate Dean for Faculty and Academic Affairs, the Assistant Dean for Faculty and Academic Affairs, and the Department Manager for Academic Affairs. General duties in OAA includes upkeep of faculty contact and emailing lists; ordering letterhead, business cards, and supplies; reconciling p-cards and corporate cards; coordinating the Outstanding Teacher of the Year award; booking rooms and necessary services for all OAA event via the Harvard EMS/RoomBook system, and posting information regarding Dean's Office and faculty events using the Harvard Trumba system. * In consultation with the Assistant Dean for Faculty and Academic Affairs and the Department Manager, the Coordinator coordinates school-wide events like Commencement and Convocation, annual named lectures, the bi-annual Visiting Committee visits, Dean's Office events for faculty, staff, students and/or guests, and faculty conferences, lectures, etc. Event coordination includes trip planning, travel and lodging arrangements, publicity, groundwork and execution of assigned events requiring interaction with faculty members and other staff members from other HDS departments (i.e. Communications, IT, and Operations), paying event-related invoices and processing any related honoraria. The Coordinator cultivates contacts with caterers and vendors, coordinating orders and also work in close contact with the Facilities Coordinator regarding event logistics. Knowledge of Harvard's financial processes and systems is helpful. This role also tracks OAA event budgets and proposes budget numbers for future events as part of the yearly budget process. * This role takes responsibility for creating the annual and monthly faculty meeting and special events calendar, as well as, ensuring compliance with the Master Calendar. The role also serve as point-person for event logistics and planning within OAA. * Under the direction of the Department Manager, the Coordinator will serve as the primary staff support for the HDS Faculty Search and Review Office including the following duties: maintaining faculty hiring and review systems for faculty search and review candidates, as well as, online dossiers for review by HDS faculty members; serving as primary contact and coordinating candidate materials access for external evaluators; planning and executing search and reviewing committee meetings and candidate visits, and arranging travel for Faculty Search Office-related visitors; assisting in preparation of Faculty Search Office-related correspondence, reports, and other documentation including requests for external evaluation, promotion and reappointment dossiers, and teaching and leave reports; and locating and preparing copies of reviews and publications by candidates. * Under the direction of the Assistant Dean for Faculty and Academic Affairs, this position will provide administrative support for the HDS language programs, including coordination of HDS language examinations three times per year in September, January, and May. * The incumbent is the primary staff support member for faculty meetings, faculty council meetings, administrative council meetings, and other department meetings as needed; will assist with planning and preparing the meetings, taking and preparing minutes and meeting-related materials, making room reservations and placing catering requests, with follow-up requests from meetings, etc. * This position will serve as a back-up staff support to the Dean's Office, answering phones, accepting mail, welcoming visitors, etc. * Related duties as assigned.
IMPORTANT NOTE: Your cover letter and resume should be combined into a SINGLE DOCUMENT and uploaded where the on-line application tells you to "Upload my resume/CV from my computer." Please note that cover letters are required for every position at Harvard Divinity School.
Drawing on its historical strength in Christian studies and its significant resources in global religious studies, Harvard Divinity School educates scholars, teachers, ministers, and other professionals for leadership and service both nationally and internationally. To help in building a world in which people can live and work together across religious and cultural divides, we strive to be a primary resource in religious and theological studies for the academy, for religious communities, and in the public sphere.
Salary Grade: 054
Union: 55 - Hvd Union Cler & Tech Workers
4 plus years of related administrative experience, education beyond high school may count towards experience. Attendance at off-site meetings is needed from time to time (e.g., in the Boston area and at other Harvard locations). Hours outside of standard work-time may be required on occasion.
Bachelor's degree preferred; previous higher education administration experience as well as experience with Harvard's financial systems preferred; excellent organizational, interpersonal and communication (verbal/written), events organizing, and customer service skills; outstanding attention to detail; should be accommodating and welcoming with visitors; demonstrated ability to work with the highest degree of discretion and to maintain confidential information; a high ability to work harmoniously within a team is expected as is the competency to reliably work on projects autonomously; demonstrated ability to use independent judgment to manage competing priorities while meeting deadlines; adaptability and flexibility to meet shifting needs; excellent technical skills and ability to learn new systems as needed; proficiency with MS Office.
EQUAL OPPORTUNITY EMPLOYER: 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, or any other characteristic protected by law.
Harvard University is devoted to excellence in teaching, learning, and research, and to developing leaders in many disciplines who make a difference globally. The University, which is based in Cambridge and Boston, Massachusetts, has an enrollment of over 20,000 degree candidates, including undergraduate, graduate, and professional students. Harvard has more than 360,000 alumni around the world. T...he University has twelve degree-granting Schools in addition to the Radcliffe Institute for Advanced Study, offering a truly global education. Established in 1636, Harvard is the oldest institution of higher education in the United States.