Academic Coordinator, Mather House, and Assistant to the Allston Burr Resident Dean, Mather House

28-Nov-2024

Academic Coordinator, Mather House, and Assistant to the Allston Burr Resident Dean, Mather House

Faculty of Arts and Sciences

67361BR

Job Summary

Reporting to the Allston Burr Resident Dean, the Academic Coordinator supports the activities of the Allston Burr Resident Dean of Mather House and the broader Mather House community.  They support the academic mission of the House, serving as the first initial contact for the wide variety of students, alumni/ae, faculty, and administrators and as a source of information for student administrative concerns.

Position Description

The Academic Coordinator maintains the Resident Dean’s office during its hours of operation by responding to student and staff-walk-ins, telephone calls, mail, email for the Dean, handling confidential student files, preparing dockets and correspondences before and after Administrative Board and Honor Council meetings, keeping track of academic calendar deadlines, coordinating communications to students, liaising with other departments, coordinating activities for Commencement, and providing day-to-day support for the Dean. This includes physical presence on campus and in the House office on a regular basis to receive students, staff and other colleagues who stop by the space.

Activities will include but will not be limited to interfacing with all Registrar databases; interfacing with the housing information management system; assessing data and disseminating information about data; maintaining House e-mail lists and student data spreadsheets; processing all office forms (electronic and hard copy); and managing and maintaining the Dean’s website. This position oversees the dossier service, advises students about proper recommendation letter protocols, and schedules appointments between the Dean and students. In addition to these duties, they assist the Dean with basic preparation of materials and other tasks related to his/her/their academic duties (e.g., making photocopies, assembling course packs, scheduling).

This position works closely with the Faculty Deans and House Administrator to develop programs that support inclusion and belonging in a residential setting. Additionally, it works closely with pre-professional committee chairs to support students’ post-graduate plans. It also collaborates with the House Administrator on editing and maintaining the House website.

Basic Qualifications

A minimum of 2 years of office administration experience.

Additional Qualifications and Skills

College degree preferred. Attention to detail is absolutely essential. Experience working with a diverse student population preferred. Strong interpersonal skills, with demonstrated ability to act with tact, discretion, and good judgment under pressure, are necessary to be successful in this environment. Experience with digital information management (topics such as organization, privacy, and security and applications such as PowerPoint, Google Docs, and databases) preferred. Strong computer skills (Excel and Word) required. Experience with editing and grammatical proofreading skills are required. The ability to be flexible to changing demands and ability to set priorities and follow through with communication to supervisors and constituents are also necessary. Applicants must demonstrate an ability to work collaboratively with a variety of constituents, manage change, and establish priorities and meet deadlines. Applicants should have an interest in academic life and a positive attitude towards solving problems and being a resource for Harvard students and staff.

Physical Requirements

On-site physical presence in the Kirkland House office and other locations as necessary is required during normal business hours within the academic school year with an abbreviated on-site requirement during the winter and summer breaks. The physical duties of the job will vary day to day, but make-up approximately ~25% of the essential functions and may include but are not necessarily limited to the following:

·       Manipulating a computer keyboard and mouse

·       Operating a scanner/copy machine & document shredder

·       Filing and retrieving hardcopy student records from the onsite series of file cabinets, the off-site archival storage site, and the Registrar’s Office

·       Collecting and distributing mail, packages, and deliveries

·       Managing office supplies and related materials

·       Coordinating the collection and distribution of all documents, programs, and other materials related to each year’s Commencement event

·       Lifting & carrying up to 30 pounds

Working Conditions

Noted in sections above

Additional Information

The Houses serve as the foundation for the undergraduate experience at Harvard College. Ninety-seven percent of all undergraduates live in one of the twelve residential Houses. Each House accommodates 350-500 students with its own dining hall, common rooms, and facilities for academic, recreational, and cultural activities.

Led by the Faculty Deans, the central goal of the House is to forge a link between learning and living. The House system cultivates a range of intellectual activities and traditions. In addition to lectures and seminars, each House hosts a collection of weekly language and interest tables that are informal opportunities for students with common interests to meet, exchange ideas, and learn or fine-tune particular skills. Houses are places where learning occurs all the time, whether in the dining hall as students share a meal with instructors and visiting scholars, or in House tutorials or seminars taken for degree credit.

The life of the House extends beyond the intellectual. The Houses provide substantial cultural and social opportunities. Houses are home to their own film, music, art, and drama events that range from small-scale jam sessions to a full opera. In addition, Houses also field a variety of sports teams that compete in an intramural program. A variety of social functions such as Faculty Deans’ Open Houses, formal dances, and coffee hours provide students with an opportunity to relax and interact with members of their House community.

Work Format Details

This is a hybrid position that is based in Massachusetts. 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.

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

Work Format

Hybrid (partially on-site, partially remote)

Sub-Unit

College

Salary Grade

054

Department

Dean of Students Office

Union

55 - Hvd Union Cler & Tech Workers

Time Status

Full-time

Pre-Employment Screening

Criminal, Identity

Schedule

Monday - Friday 9:00 AM - 5:00 PM

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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