Assistant Director, Application and Admissions Management

09-Feb-2024

Faculty of Arts and Sciences

65016BR

Position Description

The Office of Predegree Advising & Admissions (OPA&A) supports degree-seeking Harvard Extension School (HES) students as they progress through admission courses and apply to the undergraduate and graduate degree programs.

Reporting to the Associate Director of Application and Admissions Management, the Assistant Director is integral to the department’s success by serving as its primary operations manager, ensuring that daily processes and procedures are efficient, effective, and aligned with the department’s goals. Overseeing OPA&A’s technology infrastructure, their expertise extends to managing related reporting and staff training.

The Assistant Director is a dedicated collaborator with and key backup to the Associate Director. Their responsibilities span the maintenance and testing of OPA&A’s application software as well as any DCE-wide technical initiatives adopted by OPA&A.

Beyond these contributions, the Assistant Director coordinates the technical aspects of HES application cycles and plays a crucial role in creating and implementing initiatives aimed at enhancing and improving the application process. Additionally, the Assistant Director leads a team focused on these and related elements of the application and admission.

Specific duties and responsibilities include:

Process & Project Management

• Co-coordinates the maintenance and improvement of application process flow for the HES undergraduate and graduate degree programs and Premedical Program
• Contributes to recruitment strategies for prospective applicants
• Develops reports and dashboards and utilizes data to track and modify application processing duties as needed
• Develops and maintains documentation for application review procedures, admissions processes, and proper usage of external technology platforms
• Manages the Phi Theta Kappa (PTK) Scholarship application and awarding processes; co-coordinates PTK outreach and marketing efforts
• Collaborates with leadership to develop, oversee, and maintain best practice procedures for the evaluation and entry of undergraduate transfer credit
• Determines application review and application status notification deadlines
• Co-manages OPA&A Virtual Office hours and online application information sessions for students
• Performs duties of the Office Assistant in their absence

Technical Responsibilities

• Evaluates and elevates requests for new technology functionality and updates to processes that might increase efficiency in workflows and/or enhance the student experience
• Participates in developing, launching, and maintaining a department SMS outreach strategy for OPA&A students
• Assists in processing degree program applications and awarding transfer credit as needed
• Assists with Premedical Program application management and admissions
• Reviews and updates the PTK scholarship application portal and website page
• Proposes design and content ideas for the OPAA MyDCE portal page
• Assists with and performs independent testing of the online application and other student information systems
• Assists with management of department’s JIRA service desk tickets
• Manages the department’s phone system, scheduling software, webinar and events accounts

Staff Management

• Hires, trains, and directly supervises several staff
• Assists with the development and implementation of staff training on new or updated technologies
• Represents OPA&A in meetings and events related to HES frontline activities and takes the lead on deliverables
• Co-manages the OPA&A annual retreat

Advising

• Informs prospective applicants about transfer programs, admission requirements, the application process, and related inquiries
• Develops and participates in webinars to help students learn about transfer credit and the application and admission requirements for HES degree programs

Performs related duties as required. 

Basic Qualifications

• Bachelor’s degree or equivalent work experience required
• Minimum of 5 years’ relevant work experience

Additional Qualifications and Skills

• Advanced degree in Industrial-Organizational Psychology, Management, Education, or related field
• Work experience in advising, admissions, higher education and/or continuing education
• Experience managing people and/or processes
• Familiarity with the following technologies: Salesforce, Marketing Cloud, TargetX, Banner, and the Microsoft suite of applications (Word, Excel, Powerpoint)
• Familiarity with Harvard Extension School degree programs and admissions
• Ability to handle a variety of tasks independently while also being flexible enough to work productively and positively as part of a team
• Strong interpersonal skills and the ability to act with composure, diplomacy, and confidence while serving students with varied needs and expectations
• Ability to take initiative, manage multiple projects, and meet challenges creatively, effectively, and independently during high-demand conditions

Working Conditions

The health of our workforce is a priority for Harvard University. With that in mind, we strongly encourage all employees to be up-to-date on CDC-recommended vaccines.

Additional Information

• We will not provide visa sponsorship for this position.
• A cover letter is highly encouraged for consideration.
• All formal offers will be made by FAS Human Resources.

Work Format Details

This position will be based in Cambridge, MA. Hybrid workplace models in place at DCE with a minimum of 2 days per week on campus. DCE may adjust these as necessary or appropriate.
 
Additional details will be discussed during the interview process. All remote work must be performed within one of the Harvard Registered Payroll States, which currently includes Massachusetts, Connecticut, Maine, New Hampshire, Rhode Island, Vermont, Georgia, Illinois, Maryland, New Jersey, New York, Virginia, Washington, and California (CA for exempt positions only). Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

About Us

The Division of Continuing Education (DCE) comprises four academic units serving about 30,000 domestic and international students annually, which allow Harvard to meet the learning needs of intellectually curious and highly motivated students from high school through retirement. Established in 1910, the Harvard Extension School (HES) offers access to Harvard faculty for a diverse community of adult learners, enrolling about 15,000 students. HES offers over 1,000 open enrollment courses — 85 percent of which are accessible online — and provides flexibility through noncredit, undergraduate, and graduate courses, including degrees, certificates, and a premedical program. The Harvard Summer School, founded in 1871, offers around 450 credit and noncredit courses both on the Harvard Campus and online, catering to 10,000 high school, college, and adult learners. Additionally, it offers more than 15 international study abroad programs, hosting up to 300 students each summer. Harvard DCE Professional & Executive Development delivers over 140 noncredit programs annually, reaching more than 3,600 participants through online platforms and its executive development center in Cambridge. The Harvard Institute for Learning in Retirement offers about 140 peer-taught courses to approximately 550 active members.

Benefits

We invite you to visit Harvard's Total Rewards website (https://hr.harvard.edu/totalrewards ) to learn more about our outstanding benefits package, which may include:

• Paid Time Off: 3-4 weeks of accrued vacation time per year (3 weeks for support staff and 4 weeks for administrative/professional staff), 12 accrued sick days per year, 12.5 holidays plus a Winter Recess in December/January, 3 personal days per year (prorated based on date of hire), and up to 12 weeks of paid leave for new parents who are primary care givers.
• Health and Welfare: Comprehensive medical, dental, and vision benefits, disability and life insurance programs, along with voluntary benefits. Most coverage begins as of your start date.
• Work/Life and Wellness: Child and elder/adult care resources including on campus childcare centers, Employee Assistance Program, and wellness programs related to stress management, nutrition, meditation, and more.
• Retirement: University-funded retirement plan with contributions from 5% to 15% of eligible compensation, based on age and earnings with full vesting after 3 years of service.
• Tuition Assistance Program: Competitive program including $40 per class at the Harvard Extension School and reduced tuition through other participating Harvard graduate schools.
• Tuition Reimbursement: Program that provides 75% to 90% reimbursement up to $5,250 per calendar year for eligible courses taken at other accredited institutions.
• Professional Development: Programs and classes at little or no cost, including through the Harvard Center for Workplace Development and LinkedIn Learning.
• Commuting and Transportation: Various commuter options handled through the Parking Office, including discounted parking, half-priced public transportation passes and pre-tax transit passes, biking benefits, and more.
• Harvard Facilities Access, Discounts and Perks: Access to Harvard athletic and fitness facilities, libraries, campus events, credit union, and more, as well as discounts to various types of services (legal, financial, etc.) and cultural and leisure activities throughout metro-Boston.

Job Function

Faculty & Student Services

Department Office Location

USA - MA - Cambridge

Job Code

S0057M FSS Admissions Mgt III

Work Format

Hybrid (partially on-site, partially remote)

Sub-Unit

Division of Continuing Education

Department

Division of Continuing Education

Union

00 - Non Union, Exempt or Temporary

Pre-Employment Screening

Education, Identity

Schedule

Monday-Friday, 9-5pm

Commitment to Equity, Diversity, Inclusion, and Belonging

Harvard University views equity, diversity, inclusion, and belonging as the pathway to achieving inclusive excellence and fostering a campus culture where everyone can thrive. We strive to create a community that draws upon the widest possible pool of talent to unify excellence and diversity while fully embracing individuals from varied backgrounds, cultures, races, identities, life experiences, perspectives, beliefs, and values.

EEO Statement

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, gender identity, sexual orientation, pregnancy and pregnancy-related conditions, or any other characteristic protected by law.

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