Undergraduate Coordinator/Chair Assistant

Job Description

Job Summary:

Reporting to the Executive Director with work delegated by the Chair of Astronomy and the Faculty member who oversees undergraduate affairs, the Undergraduate Coordinator/Chair Assistant serves as the primary administrative point of contact for all undergraduate students and supports academic and student programs for the administrative grouping.  The Undergraduate Coordinator/Chair Assistant will be the direct liaison to the Registrar’s Office, Office of Undergraduate Studies, Advising Office, and House Deans to help resolve student issues. They may also address, plan and apply for funds to help support events in the Department.  Additionally, this position also works to support the Chair to offer administrative support for all faculty-related matters.

Job-Specific Responsibilities:

Serves as the primary administrative point of contact for students in a department or administrative grouping. May perform some or all of the below duties:

Undergraduate Coordinator

• Advise students and faculty on academic requirements, policies, fellowship deadlines and degree applications and timelines. 
• Report significant academic changes to the Chair, DUS, Executive Director and the Registrar’s Office. 
• Provide period reports to the Executive Director and other FAS administrative offices
• Independently and proactively develops working relationships with internal and external constituents to facilitate administrative grouping business and problem solving (Financial Office, Registrar’s Office, OUE, etc.)
• Work closely with the Directors of Undergraduate Studies, oversees/develops student programs and monitors student progress toward degree requirements
• Prepare reports as requested by Registrar Office and funding proposals relating to professional development.
• May collaborate with faculty and staff on student engagement efforts (University fairs, welcome dinners for students, etc.)

Chair Assistant

• Provide general administrative support to the Chair
• Tracks and maintains departmental faculty records
• Supports departmental committees
• As needed, provides day-to-day support to the department such as ordering supplies, submitting expenses, sorting mail, and providing front-desk assistance to visitors
• Perform general office duties including photocopying, scanning, filing, ordering office supplies, placing catering orders, and reserving space for meetings and events. 
• Supports the Chair and/or other department leaders on department/program-wide initiatives by scheduling meetings or events, or helping with logistics. 
• Drafts and distributes internal and external reports/communications on behalf of the Chair, as needed (to internal and external constituents). 
• Coordinates and leads preparations for department faculty meetings, drafts meeting agendas and minutes.
• Proofread and edit documents, including student recommendation letters on behalf of the Chair
• Use Concur and B2P (Buy-to-Pay) financial platforms to process payments, invoices, reimbursements, and corporate card statements.
• Support faculty teaching by scheduling courses, and posting course materials, announcements, and student assignments/office hours via Canvas, the course management platform. Arrange course packets and obtain copyright for course materials, and arrange AV, catering, and other set-up needs. May support online learning with remote learning tools such as Zoom and video editing software.

Event and Program Support

• Coordinates and supports a variety of department-wide events and/or meetings, working with central services as needed.
• Under the general guidance of the Chair & Undergraduate Faculty Director, serve as the lead administrator for grouping-level projects or programs.
• Assist with coordinating departmental conferences and lectures, including arranging media, catering, guest outreach, materials, accommodation, and travel. 

Working Conditions:

• This position is fully on-site in Cambridge, MA and does not offer any hybrid flexibility

Qualifications

Basic Qualifications:

• Three or more years of related experience in an office environment; education beyond high school may count towards experience.

Additional Qualifications and Skills:

• Administrative experience in a customer service or operations-oriented office preferred.
• Ability to prioritize work in an environment with multiple conflicting interests
• Ability to work independently with minimal supervision and handle complex and confidential information with discretion
• Proven ability to work independently and collaboratively as part of a team.
• Must have excellent communication and interpersonal skills and have the ability to resolve with sensitivity and accuracy, a wide range of issues from inquiring students, faculty, and other entities.
• Excellent organizational and interpersonal skills, and ability to prioritize work and delivery timely task completion with competing deadlines and frequent interruptions in an active office.
• Must have the ability to work in fast past paced environment with minimal supervision.
• Excellent computer skills as well as willingness to learn new applications. High degree of proficiency with entire Microsoft Office Suite to include Outlook, OneNote, Excel, Adobe products, and Google Suite.

Additional Information

• Standard Hours/Schedule: 35 hours per week
• Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position
• Pre-Employment Screening: Identity, Education and Reference Checks required, 

Other Information:

• All formal offers will be made by FAS HR.

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 055. 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: 055