Student Affairs Coordinator

25-Apr-2024

Faculty of Arts and Sciences

64468BR

Job Summary

Harvard Griffin GSAS is the largest graduate school at Harvard with over 4,800 students. Within Harvard Griffin GSAS, the Office of Student Affairs sets and implements Graduate School policies, processes, and procedures governing the lifecycle of students. The Office of Student Affairs provides support for all students and advocates on their behalf, aiding students with academic or personal difficulties, and helping them navigate and connect with Harvard resources.

Position Description

Reporting to the Dean of Students, this role is responsible for administrative logistics for the Office of Student Affairs (Office of Student Success, Office of Student Services, Residential Life, Title IX, and the Student Center at Harvard Griffin GSAS).  The Student Affairs Coordinator manages and implements events, meetings, and travel arrangements for the Student Affairs office. This role serves as principal administrative contact and liaison for internal and external department and program constituencies.

Administrative Coordination

• Provides key support for Student Affairs projects, assessments, and new strategic planning initiatives in consultation with the Dean of Students.
• Manages the Dean of Students’ calendar and is responsible for coordinating Student Affairs reoccurring meetings, which involves arranging meeting locations and times, preparing meeting materials, and handling meeting set up, including AV.
• Organizes and implements administrative systems and procedures for Student Affairs broadly across multiple portfolios, including Residential Life, Student Services, Student Success, and the Student Center at Harvard Griffin GSAS.
• Serves as a principal administrative contact and liaison with the 58 academic departments as well as other University-wide offices, including Harvard University Health Services, Harvard International Office, Student Financial Services, and Harvard University Information Technology.

Finance

• Prepares and maintains Student Affairs records and reviews complex documents and reports to assure compliance with University requirements and/or government regulations.
• Prepares and processes reimbursements, vendor payments, and corporate/Pcard transactions for the Dean of Students.
• Assists with the monitoring of Student Affairs budget(s), maintains financial documentation, makes decisions on expenditures and monitors towards a defined budget.

Event Coordination

• Assists the Dean of Students with the planning, coordination and implementation of workshops, programs, and events on behalf of the Office of Student Affairs. This includes retreats, listening tours, Commencement, Harvard Griffin GSAS Welcomes.
• Negotiates with hotels, caterers and vendors, makes recommendations for menu selection and activities for participants, manages to a pre-assigned event budget; assigns and coordinates meeting location, AV and other facilities on behalf of Student Affairs.
• Assists with event debriefs and collection of datapoints and feedback from colleagues and participants to improve event delivery in the future.

Data Coordination

• Gathers and maintains data for and assists in preparing reports for the Dean of Students, which may include preparing statistics and reports on program participation, marketing responses, budget, and evaluations.

Additional Duties

• May oversee work of students and/or temporary employees and is responsible for training, scheduling, and distributing work to students, temporary employees.
• May research issues related to policy development and suggest possible new or revised policies or procedures and may recommend a possible implementation plan.
• Serves as IT point person for department to assist with webpage updates and other technology needs.
• Other duties as assigned.

Basic Qualifications

Three or more years of administrative experience. Education beyond high school may count towards experience

Additional Qualifications and Skills

• Experience in higher education administration preferred
• Knowledge of and experience working directly with students in a university setting
• Strong knowledge of Microsoft Office Suite (Outlook, Word, OneDrive), advanced Excel skills
• Strong organizational skills; accuracy and attention to detail are essential.
• Event-planning experience
• Excellent oral and written communication skills
• Strong interpersonal skills 
• Strong problem-solving and customer service skills
• Ability to work both independently and collaboratively
• Demonstrated ability to work with diverse constituencies and build effective relationships with campus partners, administrators, and students
• The ability to deliver information with discretion and tact
• Ability to work under pressure in a complex institutional environment
• Adaptability and flexibility and capacity to adjust to shifting priorities and to work on multiple tasks concurrently
• Must be able to work under deadline pressure with many interruptions
• Willingness to enthusiastically contribute to a team-based, goal-driven culture and environment 

Working Conditions

This position is based in Cambridge, MA and will require an on-campus presence. 

Additional Information

The Graduate School of Arts and Sciences is committed to inclusive excellence and encourages candidates from underrepresented groups to apply.

When applying for this position, please submit your resume and cover letter in our preferred format as one combined document (resume followed by cover letter).

All offers will be made by FAS Human Resources.

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

General Administration

Department Office Location

USA - MA - Cambridge

Job Code

403134 Coordinator I

Sub-Unit

Graduate School of Arts and Sciences

Department

Harvard Griffin GSAS

Union

55 - Hvd Union Cler & Tech Workers

Pre-Employment Screening

Identity

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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