Academic Coordinator - First Year Dean's Office

Job Description

Job Summary:

Reporting to the Secretary of the College and the Dean of First Year Students or their delegate, the Academic Coordinator supports the activities of the senior leaders of the First-Year Dean’s Office (FDO), including the Resident Deans of First-Year Students (RDFs), and the academic programs of the FDO by serving as the first initial contact for the wide variety of students, alumni/ae, faculty, and administrators and as a source of information for student administrative concerns.

Job-Specific Responsibilities:

The Academic Coordinator maintains the FDO office during its hours of operation by responding to telephone calls and inquiries related to academic matters, handling confidential student files, preparing dockets and correspondences before and after Administrative Board and Honor Council meetings, keeping track of academic calendar deadlines, coordinating communications to students, liaising with other departments, coordinating the acceptance of incoming students files and the transition of student files to the Houses, and providing day-to-day support for the FDO teams of RDFs, Academic and Advising programs. Activities will include, but will not be limited to: interfacing with all Registrar databases; interfacing with the housing information management system; assessing data and disseminating information about data; maintaining Yard e-mail lists and student data spreadsheets; processing all office forms (electronic and hard copy);  managing and maintaining the FDO website, and supporting academic programming by reserving rooms, scheduling, and handling logistics. This position schedules appointments between the Deans and students, when necessary. In addition to these duties, they assist the RDFs with basic preparation of materials and other tasks related to academic advising (preparing lists for proctors, etc.). This position also works closely with the entire FDO team on collaborative projects as needed, including front desk coverage. Finally, the Academic Coordinator participates in regular meetings with the Secretary of the College as part of the Academic Coordinator cohort.

Qualifications

Basic Qualifications:

2+ years of office administration experience 

Additional Qualifications and Skills:

College degree preferred. Attention to detail is absolutely essential. Experience working with a diverse student population preferred. Strong interpersonal skills, with demonstrated ability to act with tact, discretion, and good judgment under pressure, are necessary to be successful in this environment. Experience with digital information management (topics such as organization, privacy, and security and applications such as PowerPoint, Google Docs, and databases) preferred. Strong computer skills (Excel and Word) required. Experience with editing and grammatical proofreading skills are required. Ability to be flexible to changing demands and ability to set priorities and follow through with communication to supervisors and constituents are also necessary. Applicants must demonstrate an ability to work collaboratively with a variety of constituents, manage change, and establish priorities and meet deadlines. Applicants should have an interest in academic life and a positive attitude towards solving problems and being a resource for Harvard students and staff.

Additional Information

• Appointment End Date:
• Standard Hours/Schedule: 35 hours per week
• Compensation Range/Rate (including Shift Differential if applicable):
• Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position
• Pre-Employment Screening: Identity, CORI, Criminal

Other Information:

The mission of the First-Year Dean’s Office (FDO) is to provide an introduction to Harvard College and transitional support through the first year. We do this by intentionally guiding students as they acquire knowledge, build individual agency, make authentic intellectual choices, foster personal connections, and become active contributors to the Harvard community and beyond. It is composed of four Yards, Crimson, Elm, Ivy and Oak, with approximately 1667 students per year. The Yard has its own dining hall (Annenberg), common rooms, and facilities for academic, recreational, and cultural activities.

Led by the Dean of First-Year Students, as educators, the office is guided by these core values:

Knowledge: 

• We strive to know our students as individuals 
• We understand Harvard and how to navigate it 
• We lead with curiosity and foster curiosity among our students 

Integrity: 

• We are truthful with students even when it is uncomfortable 
• We keep our word with students and colleagues and act as trusted collaborators 

Adaptability: 

• We prioritize reflection and feedback and acknowledge when change is needed 
• We recognize the need to be flexible in our work with each other, students, and our partner offices

Care: 

• We value every student and support each holistically 
• We listen and respond with empathy and respect 
• We pay attention and nurture meaningful relationships with students 

Hybrid Work Information

The work schedule and location will be set by the department at its discretion and based upon operational needs and objectives consistent with College Policy, which requires 5 days on-site in Cambridge, MA during term time (first day of classes through commencement), with the exception of winter break in December, spring break in March, and the summer months when students are away from campus, where staff is expected be on campus two days a week. When not working at a Harvard or Harvard-designated location, employees must work in a Harvard registered state in compliance with the University’s Policy on Employment Outside of Massachusetts. Additional details about the College policy will be discussed during the interview process. 

Work Format Details

This position has been determined by school or unit leaders that all duties and responsibilities must be performed at a Harvard or Harvard-designated location. Certain visa types may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

Salary Grade and Ranges

This position is salary grade level 054. Please visit  Harvard's Salary Ranges  to view the corresponding salary range and related information. 

Benefits

Harvard offers a comprehensive benefits package that is designed to support a healthy work-life balance and your physical, mental and financial wellbeing. Because here, you are what matters. Our benefits include, but are not limited to: 

• Generous paid time off including parental leave 
• Medical, dental, and vision health insurance coverage starting on day one 
• Retirement plans with university contributions 
• Wellbeing and mental health resources 
• Support for families and caregivers 
• Professional development opportunities including tuition assistance and reimbursement 
• Commuter benefits, discounts and campus perks 

Learn more about these and additional benefits on our Benefits & Wellbeing Page. 

EEO/Non-Discrimination Commitment Statement

Harvard University is committed to equal opportunity and non-discrimination. We seek talent from all parts of society and the world, and we strive to ensure everyone at Harvard thrives. Our differences help our community advance Harvard's academic purposes.

Harvard has an equal employment opportunity policy that outlines our commitment to prohibiting discrimination on the basis of race, ethnicity, color, national origin, sex, sexual orientation, gender identity, veteran status, religion, disability, or any other characteristic protected by law or identified in the university's non-discrimination policy. Harvard's equal employment opportunity policy and non-discrimination policy help all community members participate fully in work and campus life free from harassment and discrimination.

Salary Grade: 054