Reporting to the Director of Administration and Operations, this position provides a variety of administrative support to faculty and staff in the Department of History and plays a critical role in the administration of a complex curriculum for undergraduate and graduate instruction. The position serves as principal administrative contact and subject matter expert for all faculty and instructional staff on all aspects of curriculum and teaching, including course catalog maintenance, course scheduling and room reservations, textbook procurement, undergraduate committee support, data collection and report preparation, and policy implementation. Serves as primary support person for visiting faculty and point of contact for internal and external constituents via departmental email; managing daily requests from faculty, teaching staff, and others for room reservations and procurement/printing of course-related materials. Maintains course listings and office hours on departmental website, and assists faculty with course websites in Canvas. Provides event coordination and support for a portfolio of annual departmental events, and in-person backup coverage for colleagues.

Course Catalog: Working closely with the DUS, ADUS, and department Chair, manages all aspects of the History Department’s section of the university’s course catalog, with an average of 300-450 courses each semester. Develops and implement processes for compiling course information; proofreads and edits for accuracy. Manages course scheduling, listing, double listing, cross-listing and co-taught courses in my.harvard and exemption requests for non-compliant meeting times. Ensures equitable rotation of course schedules between faculty and equitable distribution of course offerings by field in order to maximize potential for enrollment. Assures History’s compliance with registrar’s office policies regarding schedule balancing; communicates and negotiates conflicts.

Faculty and Curriculum Support: Provides teaching information and orientation to new visiting faculty and teaching fellows. Supports faculty and other instructional staff with procurement of desk copies, opening and maintaining Canvas course websites, and daily printing and photocopying for class meetings. Coordinates final examination materials and course evaluations. Manages faculty classroom requests through EMS, RoomBook, and other departments, matching faculty and course needs with available classrooms. Oversees reservation system for departmental seminar and meeting room and fulfills requests for workshops, seminars, events, and job talks. Collaborates and maintains relationships across the FAS with various external collaborators. Supports the undergraduate committee and annual teaching retreat by producing reports on numbers of courses by field, enrollment histories and three-year teaching plans, arranging meetings and recording minutes. Produces enrollment and course status reports as requested by Chair, DUS and DAO. Collects syllabi and maintains teaching charts to be used in reviews for junior faculty. May provide additional faculty support as assigned.

Database Management: Creates and maintains a comprehensive FileMaker database to track history of all departmental courses, enrollments, and staffing. Creates and maintains departmental alumni database back to 1954, including contact information, with annual updates added via research and direct outreach to alumni.

Event Support: Manage departmental events calendar; assist DAO, Chair, and colleagues to create annual schedule of faculty meetings and other events. Manages logistics for a portfolio of recurring events and meetings, including departmental receptions, graduate conferences and forums, annual teaching retreat, faculty recruitment events, departmental seminars. Assists with on-site management of event logistics. Supports and provides backup coverage for undergraduate coordinator on student events. Supports faculty-directed conferences and other initiatives as assigned.

General Administration: First point of contact for visitors to 1st floor office in Robinson Hall. Provides daily customer support, greets walk-in visitors, and resolves daily in-person requests for information and assistance. Manages supply inventory for undergraduate office and requests supplies as necessary, opens and closes undergraduate office each day and provides daily coverage during department business hours, monitors and responds to inquiries received via the history department’s email account in a timely manner, and acts as liaison between office, faculty, students and the general public. Responsible for timely printing of teaching and other materials for faculty and teaching staff, charging to corresponding printing accounts. Manages on-site copiers and initiates maintenance and support requests when needed. Arranges floral deliveries and gifts for faculty and staff as requested. Provides backup coverage for Administrative and Technology Coordinator with mail, phone, and may assist with other projects as assigned.

3 years of administrative or other relevant experience

Experience and knowledge of My.harvard, Roombook, EMS, Filemaker or similar database application preferred. Experience in higher education administration and academic programs. Ability to work independently and anticipate and resolve problems with minimal supervision in a work environment of multiple and conflicting priorities. Strong time management, organizational, and interpersonal skills, flexibility and good judgment, excellent written and oral communication skills. Commitment to understanding and clearly communicating Harvard policies, and comfort enforcing policies with faculty is essential. Team-oriented mindset is a must.

This is a full-time, 35 per hour per week position, working primarily during the most cricial business hours of 8:30am–4:30pm Monday through Friday. Due to the nature of the work, full-time on campus presence will be required during the academic year, with flexible/remote work options available for the winter and summer breaks.

Harvard University continues to place the highest priority on the health, safety and wellbeing of its faculty, staff, and students, as well as the wider community. Please note that all new employees will be required to provide confirmation of primary series COVID-19 vaccination upon hire, as detailed on our COVID-19 Vaccine Requirement Webpage. Harvard University Health Services employees and other health care individuals are also required to be up to date on vaccination as described by the CDC. Individuals may claim exemption from the vaccine requirement for medical or religious reasons. Additional information regarding this requirement, exemptions, verification of vaccination status, and other related policies and resources may be found on the University’s COVID-19 Information Website.

Interested applicants are strongly encouraged to submit a cover letter along with their resume.

All formal written offers will be made by FAS Human Resources.

We invite you to visit Harvard’s Total Rewards website 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.

Academic, Faculty & Student Services, General Administration

USA - MA - Cambridge

403040 Coordinator II

On-Site

History

Social Sciences

Full-time

055

55 - Hvd Union Cler & Tech Workers

Identity

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.

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.