Graduate Programs Funding and Operations Team Manager

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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:

Leads the FAS graduate student appointments function within GSAS, managing the Science Division Appointments team responsible for graduate student financial aid coordination including processing Teaching Fellow (TF) and Research Assistant (RA) appointments across the Science Division, while also processing RA appointments for some Arts & Humanities (A&H) and the Social Sciences DOSS programs. Serves as the primary point of accountability for appointments quality, consistency, and compliance across the full team.

Job-Specific Responsibilities:

• Design and lead the RA appointment process for graduate students in FAS-based programs, ensuring compliance with regulatory appointment rules and internal Harvard financial support and academic policies.
• Work in coordination with GSAS Academic Programs and Financial Aid to ensure compliance with GSAS academic rules, financial aid, and university policy.
• Directly manage, coach, and develop the Science Division Appointments team across assigned program groupings
• Working with leadership of the Science Division and faculty leadership of Science Division departments, ensure seamless flow of information between departments and Graduate Student Financial Aid and Appointments Specialists, including program rules, academic milestones, and local, GSAS, and University policies.
• Develop and maintain strong working relationships with partner offices such as Harvard International Office, Office of Sponsored Research, Office of Labor and Employee Relations, Human Resources, Office of General Counsel, and others.
• Enforce quality control standards across all Science Division Appointments team members, ensuring appointments are processed accurately, consistently, and in compliance with university policy
• Serve as the primary escalation point for complex or sensitive appointment issues, triage issues, and oversee implementation of resolution.
• Cultivate expertise in graduate student RA appointments for A&H and DOSS programs that opt-in to receive support and ensuring proper processing of RA appointments.
• Oversee the accurate disbursement of more than $80M across 1,000+ graduate students for graduate students  enrolled in FAS-based graduate programs.
• Directs the development, maintenance, and improvement of appointment processing procedures, documentation standards, and training materials for the team.
• Maintain accurate personnel records and appointment data within Aurora and departmental systems
• Collaborate with and serve as overflow support for the GSAS Financial Aid team, ensuring alignment on graduate student funding, awards, and appointment processing

Working Conditions:

• This is a hybrid position with a current schedule of two days on-campus.  Please note that this current schedule can fluctuate based on work priorities.    

Basic Qualifications:

• Bachelor’s degree or equivalent work experience required
• Minimum of 7 years’ relevant work experience

Additional Qualifications and Skills:

• High attention to detail and accuracy
• Proficiency with HRIS and student information systems (Aurora or equivalent)
• Familiarity with federal sponsored programs and grant management.
• Strong organizational and time management skills
• Demonstrated ability to lead, coach, and develop staff
• Ability to manage multiple priorities, meet recurring deadlines, and escalate issues appropriately
• Experience with process improvement and operational documentation
• Customer-service orientation and clear written communication

• 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, Education

• Additional Information: All formal offers will be made by FAS HR

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 058. 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.