Department Services Coordinator

Job Description

Job Summary:

The Department Services Coordinator provides administrative and operational support for faculty hiring, appointment, onboarding, and review processes within the Faculty of Arts and Sciences (FAS). This position coordinates documentation, communications, and transactional activities that support the faculty lifecycle, working closely with academic departments, faculty members, and central administrative offices to ensure timely and accurate processing of faculty personnel actions.

Supporting all FAS departments with primary responsibility for an assigned academic division, the Department Services Coordinator plays an essential role in maintaining operational efficiency and delivering high-quality customer service. The position requires strong organizational skills, attention to detail, sound judgment, and the ability to manage multiple concurrent priorities while handling sensitive and confidential information.

Job-Specific Responsibilities:

• Manage organizational systems that include tracking work in progress and filing
• Gather and compile feedback from advisees in support of faculty review and evaluation processes.
• Process sabbatical leaves.
• Initiate visa processing for new faculty appointments, preparing and submitting required information to the appropriate offices.
• Communicate with new faculty to initiate the I-9 employment verification process and provide guidance on required documentation.
• Enter, monitor, and process appointment transactions within the Aurora system.
• Review payroll registers and process educational loans and unemployment claims.
• Testing systems.
• Other duties as assigned.

Working Conditions:

This position operates in a professional office environment and requires extensive computer use, frequent coordination across multiple offices, and management of multiple deadlines. The role involves handling confidential personnel information and maintaining a high degree of accuracy while supporting a high-volume administrative operation.

Qualifications

Basic Qualifications:

Minimum of three (3) years of administrative or related professional experience.

Additional Qualifications and Skills:

• Bachelor's degree or an equivalent combination of education and relevant experience.
• Experience working in a complex administrative environment, preferably within higher education.
• Strong organizational skills with the ability to manage multiple processes, priorities, and deadlines simultaneously.
• Exceptional attention to detail and accuracy in compiling, reviewing, and maintaining documentation.
• Excellent written and verbal communication skills.
• Ability to work independently while collaborating effectively across multiple departments and administrative offices.
• Demonstrated ability to work effectively in a fast-paced, high-volume, deadline-oriented environment.
• Sound judgment and discretion in handling confidential and sensitive information.
• Strong customer service orientation and interpersonal skills.
• Proficiency with Microsoft Office applications and the ability to quickly learn enterprise systems, including Aurora and other University administrative applications.

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
• Other Information: All offer will be made by FAS Human Resources
  
  
  
  
   
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Work Format Details

This position has been determined by school or unit leaders that some of the duties and responsibilities can be effectively performed at a non-Harvard location. The work schedule and location will be set by the department at its discretion and based upon operational needs. When not working at a Harvard or Harvard-designated location, employees in hybrid positions must work in a Harvard registered state in compliance with the University’s Policy on Employment Outside of Massachusetts. Additional details will be discussed during the interview process. Certain visa types and funding sources 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