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Harvard University Academic Program Administrator in Cambridge, Massachusetts

63291BRAuto req ID:63291BRJob Code:403040 Coordinator II Department Office Location:USA - MA - Cambridge Business Title:Academic Program AdministratorSub-Unit:Sciences Salary Grade ( :055Time Status:Full-time Union:55 - Hvd Union Cler & Tech Workers Basic Qualifications:

1-3 years of work experience required.

Additional Qualifications and Skills:

  • Bachelor's degree strongly preferred.

  • Ability to work independently with minimal supervision in a work environment of multiple and conflicting priorities.

  • Anticipates and resolves problems and updates supervisor on status of projects.

  • Strong computer skills, including knowledge of MS Office preferred.

  • Strong organizational and interpersonal skills, flexibility and good judgment important, as well as demonstrated written and oral communication skills.

  • ​​​​​​​Commitment to understanding and clearly communicating Harvard policies essential.

Additional Information:

We regret that Harvard University is unable to provide work authorization and/or visa sponsorship for this position.

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

Department:Human Evolutionary BiologyPre-Employment Screening:Identity Job Function:General Administration Position Description:

  • PhD Program Management:

Serves as main point of contact for PhD students for administrative questions pertaining to their PhD. Working closely with the Director of Graduate Studies, maintains graduate student records (eg. Copies of academic work) including financial aid letters.

Develops and implements policies and programs for graduate students and faculty. Processes milestones, advising teams, and graduation requests in my.Harvard. Proactively communicates deadlines and reminders to graduate students. Reviews and approves fellowship requests in CARAT and traveling scholar requests. Liaises with financial aid office on matters of guaranteed teaching.

  • Appointments:

Processes all TF/TA Appointments in HEB, sending appointment letters, liaising with instructors to ensure they find TA/TFs to assist with their instruction. This position is also responsible for setting up Research Assistant (RA) appointments for graduate students in the department.

  • Graduate Program Funding:

Works with Director of Administration and Sr. Financial Manager to provide relevant information for the purposes of the program funding: i.e., tracking fellowships and outside support, providing estimated graduation dates and up-to date lists of graduate students for program financial tracking.

  • Ladder and Non-Ladder Faculty searches and tenure or promotion reviews:

Assist Faculty chair and committee members throughout the process for searches and tenure/promotion reviews, organize all documentation per the FAS appointment handbook(s), as needed. Arranges travel, organizes/attend committee meetings, and liaise with Faculty Affairs as needed.

  • Hooton Award Management:

Collect Hooton Award requests from members of the HEB Community (primarily faculty) and send award letters to recipients.

  • Other Projects as needed.

School/Unit:Faculty of Arts and Sciences 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.Physical Requirements:

Pushing, pulling, lifting (usually 50 lbs or less), typing/sitting at a computer

Working Conditions:

After a successful on-campus 90 day orientation and review period, the employee in this role will be welcome to submit a flexible work arrangement to enable a hybrid work schedule.

Job Summary:

Reporting to the Director of Administration, the Academic Program Administrator (APA) is a crucial part of the Human Evolutionary Biology (HEB) administrative team. The APA serves as the first point of contact for the department's PhD program, liaising with prospective and enrolled students regarding items such as graduation, program milestones, important reminders, setting up student teaching and research appointments, and more.

This role also supports the Director of Graduate Studies in managing milestones for the Graduate program, such as scheduling Mock NSFs and dissertations.

The Academic Program Administrator will also work closely with faculty search and promotion committee chairs to manage the administrative processes of faculty searches and promotions.

The APA will also work strategically with departmental leadership to provide key guidance and metrics related to long-term graduate program size and planning, and will assist with other graduate program funding initiatives, such as administering Hooton Awards, approving student fellowship applications, and applying for internal University funds.

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 ( 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:Hybrid (partially on-site, partially remote)