Academic Affairs Assistant

Basic Qualifications

• Minimum of 3 years' relevant work experience
• Education beyond high school may count toward experience

Additional Qualifications and Skills

• Bachelor's degree preferred
• Outstanding organizational, communication, writing, and interpersonal skills
• Advanced Excel and data analysis skills
• Excellent communication (verbal and written), interpersonal, and organizational skills, with strong attention to detail and the ability to work under pressure to meet requests/deadlines
• Superb and unwavering attention to detail
• Ability to handle multiple priorities in a fast-paced environment
• Demonstrated ability to work independently, contribute as a team member, and pitch in where needed
• Experience in Microsoft Office Suite of products and Salesforce

Additional Information
We will not provide visa sponsorship for this position.
A cover letter is highly encouraged for consideration.
All formal offers will be made by FAS Human Resources.
Position Description
The Academic Affairs Coordinator will play a critical role in supporting the Office of Faculty Engagement and Academic Affairs (FEAA) in its administration of courses, instructors, and instructional support staff for the Harvard Extension School and Harvard Summer School. The position will help coordinate FEAA's workflows with other key units within the Division of Continuing Education (DCE), including degree program directors, the registrar, and deans. It provides support for the Director of Academic Affairs in the timely and comprehensive review of course proposals and syllabi for the Extension and Summer schools, ensuring efficient communication among Program Directors, Deans, and Academic Affairs.
Other responsibilities include:

• Provide administrative support for DCE's syllabus management system and learning management system (LMS)
  • Monitor progress of syllabi throughout the review process
  • Create reports tracking status of syllabi and LMS pages
  • Write and respond to instructor emails and communications
• Assist in ongoing communication with instructors and TAs via email, Salesforce, and LMS. Troubleshoot instructor issues with any of the platforms. Maintain faculty community on Canvas.
• Update and organize historical data, culled from various databases, to support Academic Affairs decision-making
  • Track onboarding of new instructors, ensuring completion of required trainings
  • Maintain up-to-date faculty and TA reports by semesters
• Enter, review, update, and extract instructor and instructional support staff information into Banner, DCE's student information system (SIS) and Salesforce
  • Assist in confirming instructor professional affiliations for course catalog
  • Assist in collecting and organizing instructor communications from multiple DCE departments
• Supports other FEAA functions as needed, especially during busy times before semester starts and catalogue launches. This position needs to be available to assist any team member in FEAA in meeting critical deadlines for projects not associated with main responsibilities above

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.
Working Conditions
The health of our workforce is a priority for Harvard University. With that in mind, we strongly encourage all employees to be up-to-date on CDC-recommended vaccines.
Job Summary
Academic Affairs operations cyclically with 3 main terms throughout the year, requiring management of a large volume of faculty and support staff course proposals, contracts, syllabi and general course communications. The person in the position works independently, performing a wide range of complex and confidential administrative duties to support the office. The person has direct responsibility for tasks that have a significant impact on the office's operations, including responding to faculty inquiries and technological projects such as developing new systems for to support workflow redesigns and improvements.
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.
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.

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.