Graduate Program Coordinator

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Why join the Harvard Faculty of Arts and Sciences?

The Faculty of Arts and Sciences (FAS) is the historic heart of Harvard University. It is the home of Harvard’s undergraduate program (Harvard College, founded in 1636) as well as all of Harvard’s Ph.D. programs (the Harvard Kenneth C. Griffin Graduate School of Arts and Sciences, founded in 1872), Harvard Athletics and the Division of Continuing Education. The 40 academic departments and 30+ centers of the FAS support a community unparalleled in its academic excellence across the broadest range of liberal arts and sciences disciplines. Together, the FAS seeks to foster an environment of ambition, curiosity and shared commitment to knowledge and truth that elicits excellence from all members of our community and prepares the next generation of leaders through a transformative educational experience.

Job Summary:

Reporting to the Manager of Administration (MoA) with mainly independent responsibilities, the Graduate Program Coordinator serves as the primary administrative point of contact for all graduate students and supports academic and/or student programs for the administrative grouping. The Graduate Program Coordinator will be the direct liaison to the Registrar’s Office, Graduate School of Arts & Sciences, and related Harvard Offices to support the graduate students and help resolve student issues. Additionally, this position may also address, plan and apply for funds to help support events and programs for the professional development of students, and necessary Harvard/Department community-building enriching the program.

Job-Specific Responsibilities:

• Serves as the primary administrative point of contact for graduate students in a department or administrative grouping. May perform some or all of the below duties:
• Tracks graduate student progress (requirements fulfilled, prospectus and dissertation chapter submission, status of INCs, completion of exams) on an ongoing basis, reporting findings to DGS.
• Contacts students or provides a draft of correspondence, at DGS's request, as needed.
• Oversees registration for all students to assure compliance with University policies and procedures.
• Maintains graduate student records
• Provides annual progress letters to all graduate students.
• Serves as liaison between graduate students, faculty, advisors, and DGS.
• Coordinates all facets of graduate admissions.  Schedules visits for admitted graduate students, and all related events.
• Provides information to prospective graduate students.
• Coordinates fall orientation activities for incoming graduate students.
• Serves as liaison between various GSAS offices (Financial Aid, Student Affairs, Registrar, International Office, Fellowships Office).
• Meets with students individually to review policy, remaining requirements, etc.
• Schedules and coordinates all graduate exams (first year presentations, general exams, prospectus meetings, and dissertation defenses.)
• Schedules events for students, including graduate representative lunches with DGS, student appreciation/community building gatherings.
• Creates appointments in PeopleSoft for all Teaching Fellows in RLL and issues HGSU compliant appointment letters.
• Oversees several GSAS-wide fellowship application processes for Department (submission of student proposals, review by faculty).
• Coordinates department summer funding requests and fund allocation, GSAS Summer School waivers, and other summer programs.
• Schedules mock interviews for market-ready candidates; monitors job interviews and placements.
• Serves as information source regarding graduate fellowships and postdoctoral fellowships.
• Edits/updates text for Departmental and GSAS publications, e.g. GSAS Handbook
• Maintains the Graduate Program section of the RLL website.
• Maintains graduate student listservs.
• Manages the GSAS Professional Development Fund requests.
• Coordinates circulation of Special Student and Visiting Fellow applications, and serves as departmental contact person for those admitted.
• Maintains all Special Student and Visiting Fellow records.
• Works with DGS and Chair on policy changes. Informs graduate students of all departmental or GSAS deadlines, policy changes, etc.
• Coordinates the annual or semi-annual choice of delegates for the Romance Languages Graduate Student Association and the Graduate Student Council.
• Approves I-20 extensions for international graduate students.
• Attends and recommends agenda items for Department meetings as needed; preparing relevant materials.
• Submits proposals to GSAS for the Dean’s Fund for Graduate Program Initiatives.
• Occasional special projects relating to graduate students, graduate alumni, or the graduate program, as needed.
• Reports to: MoA, DGS, Chair.

Working Conditions:

This is a hybrid position with an expectation of working on campus three days per week. Exact schedule will be determined in conjunction with your manager and may adjust based on operational and/or business needs.

Basic Qualifications:

Three or more years of related experience; education beyond high school may count towards experience.

Additional Qualifications and Skills:

• College degree preferred, or an equivalent of education plus relevant experience in higher education or office environment.
• Administrative experience in a customer service or operations-oriented office desirable.
• Ability to prioritize work in an environment with multiple and conflicting interests.
• Ability to work independently with minimal supervision and handle complex and confidential information with discretion.
• Proven ability to work independently and collaboratively as part of a team.
• Must have excellent communication and interpersonal skills and have the ability to resolve with sensitivity and accuracy a wide range of issues from inquiring students, faculty, and other entities.
• Excellent organizational and interpersonal skills, and ability to prioritize work and deliver timely task completion with competing deadlines and frequent interruptions in an active office.
• Must have the ability to work in fast-past paced environment with minimal supervision.
• Excellent computer skills as well as willingness to learn new applications. High degree of proficiency with entire Microsoft Office Suite to include Outlook, OneNote, Excel, Adobe products, and Google Suite.

• 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 formal offers will be made by FAS Human Resources.

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.