High School Programs Associate

17-Oct-2022

Division of Continuing Education

59897BR

Job Summary

This position works with program data and communications, including application materials and correspondence with students, their families, Summer School faculty, and DCE staff.

Position Description

The Harvard Summer School annually welcomes over 9,000 students to the Cambridge campus for intensive course work, 3,100 of whom attend selective-admissions programs for high school students: 1,700 in the Pre-College Program (Pre-College), and 1,500 in the Secondary School Program (SSP). These selective academic programs offer high school students from around the world the opportunity to study with Harvard Faculty and visiting scholars. These programs receive nearly 8,000 applications each year and we anticipate growth in applications and participants.
This position will report to the Assistant Director of the Secondary School Program. The High School Programs Assistant will support staff from both the Secondary School Program and the Pre-College Program. The position ensures accuracy in applications; electronically logs and files application materials; corresponds with Pre-College faculty; corresponds with applicants and their families; corresponds with admitted students; assists with processing and analyzing evaluation and assessment instruments; and serves as the initial contact for office visitors, including hundreds of job applicants for summer positions in student residential life and in the Summer School Activities Office and Academic Tutor Program.
Duties and Responsibilities: 

• Receive and file application materials and student forms. 
• Communicate in all forms (email, phone, in person), and serve as a source of information for applicants/students, family members, and faculty related to departmental policies and procedures. 
• Prepare files for transfer to University Health Services. 
• Preview completed applicant files to ensure all materials are received, and applications are ready to be reviewed by admission committee members. 
• Assist in the coordination of interview scheduling for residential staff applicants. This includes proctors, assistant deans, and resident directors. 
• Gather and prepare data reports for season summer staff and program assessment. 
• Conduct usability testing of the online student application, backend functionality, and make recommendations for enhancements and/or edits to our websites. 
• Confirm the accuracy of 3rd party uploads by school counselors and others on behalf of our applicants. 
• Act as a greeter and serve in a receptionist role. 
• Other duties as required.

Basic Qualifications

• Three or more years of office, customer service and/or data entry experience
• Education beyond high school may count toward experience

Additional Qualifications and Skills

• Bachelor's degree preferred
• Experience scheduling appointments, managing calendars, interacting over the phone, and acting as a greeter
• Experience using Banner and Microsoft Excel is a plus. Excellent organizational skills, strong written and interpersonal communication skills, ability to work well in a team environment
• Experience with Salesforce and Microsoft Office preferred

Working Conditions

The University requires all Harvard community members to be fully vaccinated against COVID-19 and remain up to date with COVID-19 vaccine boosters, as detailed in Harvard’s Vaccine & Booster Requirements . Individuals may claim exemption from the vaccine requirement for medical or religious reasons. More information regarding the University’s COVID vaccination requirement, exemptions, and verification of vaccination status may be found at the University’s “COVID-19 Vaccine Information” webpage: http://www.harvard.edu/coronavirus/covid-19-vaccine-information/ . 

This position will be based in Cambridge, MA. DCE is currently trialing hybrid workplace models with a minimum of 2 days per week on campus. DCE may adjust these as necessary or appropriate. 

Additional Information

The Faculty of Arts and Sciences will not provide visa sponsorship for this position. 

The Division of Continuing Education (DCE) comprises several entities serving about 30,000 students annually. The Harvard Extension School, the Harvard Summer School, the Harvard Professional Development Programs and the Harvard Institute for Learning in Retirement allow Harvard to serve the learning needs of students across their life. For more than a century, Harvard Extension School has made Harvard faculty and teaching accessible to a diverse community of local, national, and international students. Harvard Extension School enrolls approximately 17,000 students per year in approximately 46 graduate and undergraduate liberal arts and professional fields. More than 1,500 open enrollment courses are offered year-round with over 600 available online are offered at affordable prices to our communities across the world. Harvard Summer School offers approximately 450 courses on the Harvard Campus to 11,000 secondary school, college and adult learners and more than 30 international study abroad programs for up to 600 students each summer. The Division also includes the Harvard Institute for Learning in Retirement with approximately 550 active members and Harvard Professional Development Programs offering nearly 130 short noncredit programs to more than 3,200 participants annually.
All formal offers will be made by FAS Human Resources. 

Harvard offers an outstanding benefits package including:
Time Off: 3 - 4 weeks paid vacation, paid holiday break, 12 paid sick days, 11.5 paid holidays, and 3 paid personal days per year; prorated for part-time employees
Medical/Dental/Vision: We offer a variety of excellent medical plans, dental & vision plans, all coverage begins as of your start date.
Retirement: University-funded retirement plan with full vesting after 3 years of service.
Tuition Assistance Program: Competitive tuition assistance program, $40 per class at the Harvard Extension School and discounted options through participating Harvard grad schools.
Transportation: Harvard offers a 50% discounted MBTA pass as well as additional options to assist employees in their daily commute.
Wellness options: Harvard offers programs and classes at little or no cost, including stress management, massages, nutrition, meditation and complimentary health services.
Harvard access to athletic facilities, libraries, campus events and many discounts throughout metro Boston.

Job Function

General Administration

Location

USA - MA - Cambridge

Job Code

403033 Staff Assistant III

Department

Division of Continuing Education

Union

55 - Hvd Union Cler & Tech Workers

Pre-Employment Screening

Criminal, 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.