Reporting to the Assistant Dean for Faculty Affairs, and as member of the Academic Affairs team, the Faculty Affairs Coordinator handles diverse sensitive and critical matters related to faculty recruitment, development, and support. Position requires high degree of confidentiality.
TYPICAL DUTIES AND RESPONSIBILITIES: include the following. Other duties may be assigned.
· Provides high level of coordination for diverse programs and activities related to faculty recruitment, hiring, and ongoing faculty support, efficiently juggling multiple duties and timelines with high degree of discretion.
· Coordinates content management process for faculty related policies and manages documentation and distribution process; creates and maintains handbooks, guides, orientation handouts and other documents in print and digital/online formats.
· Coordinates and prepares documents in support of diverse faculty programs and resources, including recruitment (advertisements), employment verification, leaves, retirement, compensation, benefits, etc.
· Provides scheduling and logistics support for faculty search meetings and Senior Faculty Council meetings;
· Coordinates search activities including advertisement and outreach strategy, drafting outreach and other correspondence on behalf of search chairs and the assistant dean; compiles long and short lists; conducts candidate research as needed; schedules and coordinates candidate visits; procures evaluation letters, tracks and corresponds with external reviewers at peer institutions and leading firms; supports recruitments and negotiations.
· Organizes and prepares dossiers and promotion materials for the Office of the Provost and uploads materials to the appropriate review site; drafts documents including contracts and case memos.
· Coordinates faculty training and development programs, and the junior faculty mentoring program.
· Acts as principal administrative contact and liaison to University International Office and principal source of information on University and local policies and procedures relating to visas for faculty appointments; Processes employment visas for all faculty appointees at the GSD; coordinates with academic department staff and academic appointments assistant on visa process and documents.
· Advises and responds to visa information requests and assists prospective and newly appointed faculty; tracks and monitors high volume of new visas and renewals for ladder faculty and visiting faculty.
· Responsible for maintaining and updating content of current Faculty Affairs website and faculty profiles; participates in planning and implementation of improved faculty affairs web portal.
· Coordinates faculty annual activity report submission process; tracks and reports on faculty activities and publications.
· Coordinates other ad hoc projects as needed, and provides backup for other administrative personnel as needed.
SUPERVISORY RESPONSIBILITIES: none
BA required, 6+ years of work experience in an academic environment. Requires a high-level of proficiency in using technology to support complex administrative functions through word processing, spreadsheets, google docs, mail merges, databases, and website management. Advanced experience with MS Office required. Basic proficiency with Excel; advanced Word and PowerPoint skills. SharePoint, InDesign, WordPress, & Qualtrics experience a plus.
Experience in faculty affairs or academic administration preferred, with emphasis on providing strong customer service in a setting with many international faculty members. Excellent written and oral communication, interpersonal and organizational skills and attention to detail. Ability to handle sensitive, confidential matters with discretion and diplomacy. Ability to work closely with diverse faculty and administrators. Ability to manage multiple projects in a fast paced environment, and work flexibly with the team in an evolving role. Experience with ARIES (Harvard’s online faculty recruitment system), ISD (Harvard’s International Office’s web-based application system), and Concur preferred. Experience with PeopleSoft, Aurora, and/or Qlikview desirable.
There are no known physical requirements associated with this position
Work is mainly performed in an office setting.
Harvard will require COVID vaccination for all Harvard community members who will have any on-campus presence. Individuals may claim exemption from the vaccine requirement for medical or religious reasons. More information regarding the University’s COVID vaccination requirement and exceptions may be found at the University’s “COVID-19 Vaccine Information” webpage: http://www.harvard.edu/coronavirus/covid-19-vaccine-information/.
We expect to return to campus in August, with staff returning with a potential for a mix of remote and in person work. Flexibility and a willingness to adapt to changing conditions will be paramount.
Until our return to campus and full operational status, which is still to-be-determined, this interview process and position will take place in a modified manner – including virtual interviews, remote onboarding, and remote work.
The Harvard Graduate School of Design is passionate about fostering a diverse, inclusive, respectful, and professional work environment. Applicants of all race, ability, gender expression and identity, sexuality, religion, education, class, national origin, and diverse backgrounds are encouraged to apply.
In order to be considered for this role, a cover letter is required. Candidates must be authorized to work in the United States now and in the future. We regret that we cannot sponsor a work visa.
Please apply online at the Harvard Careers website. Upload a cover letter and resume to: hr.harvard.edu/search-jobs and keyword search to requisition #55017BR.