Visiting Students Program Coordinator

04-Nov-2024

Visiting Students Program Coordinator

Faculty of Arts and Sciences

67157BR

Job Summary

Reporting to the Assistant Director of Admissions & Director of the Visiting Students Program at the Harvard Kenneth C. Griffin Graduate School of Arts and Sciences (GSAS), the Visiting Students Program Coordinator provides comprehensive support for a wide range of complex administrative tasks in a busy office. Specifically, this position supports the Visiting Students Program and the Teaching Fellow appointment approval workflow for Harvard Griffin GSAS.

Position Description

Duties include, but are not limited to, the following:

Visiting Students Program

• Serves as an information source on policies and procedures for current and prospective visiting students. GSAS hosts visiting students with the status of either Special Students or Visiting Fellow (SS/VF).
• Assists with Registration and Orientation.
• Oversees the program’s email inbox, assists in maintaining the program’s social media presence, maintains student files, performs data entry, and prepares applications for departmental review.
• Supports the Director to plan and coordinate welcoming receptions at the beginning of each term and provides support to the oversight and administration of Harvard Griffin GSAS student funding programs.
• Coordinates SS/VF programs’ admissions processes, including managing and maintaining student records, and updating and backing-up database information.
• Supports and assists in the communication process regarding the financial aid office, academic department administrators, and students regarding usage and policies of the funding.
• Assists with visa processing, transcript processing, and creating enrollment verification letters.
• Drafts official letters of enrollment for visiting students upon request Works with the director to provide the official documentation for students.

Teaching Fellow Appointments (Academic Programs)

• Reviews all teaching fellow appointments for compliance issues.
• Approves appointments in AURORA and ensures timely receipt by Payroll.
• Enters appointments in PowerFAIDS to capture TF funding for Harvard Griffin GSAS students.
• Corresponds with academic departments and partner schools to gain necessary approvals for students enrolled outside of GSAS.
• Partners with Payroll to set up special payrolls in the first month of each term; ensures that schedules and deadlines are communicated to departments.

Other Duties

• May provide seasonal support as needed to the Office of Admissions during peak times by providing phone coverage in November and December and transcript scanning support in the summer.
• Provides back up support to the Harvard Griffin GSAS front desk as part of a rotation of support staff who provide lunch and absence coverage for the receptionist.

Basic Qualifications

Five or more years of related experience. Education beyond high school may count toward experience. 

Additional Qualifications and Skills

• Bachelor’s degree preferred.
• Demonstrated excellent oral and written communication skills and the ability to respond to a variety of constituents in a highly professional manner.
• Prior office and customer service experience, including phone support, preferably in a university environment.
• Strong organizational skills and ability to handle details with accuracy in a fast-paced setting.
• Self-motivated and ability to work independently as well as part of a team.
• Ability to handle confidential information with discretion.
• Proficiency with Microsoft Office (Excel, PPT, Outlook, Word).

Additional Information

Please submit a cover letter at time of application.
We are unable to offer visa sponsorship now or in the future for this staff position.
All formal offers will be issued by FAS Human Resources

Work Format Details

This is a hybrid position that is based in Massachusetts. Additional details will be discussed during the interview process. 

About Us

Harvard Griffin GSAS is where scholarship and innovation meet, where ideas are challenged and theories developed, where new knowledge is created, and where scholars emerge. The mission of Harvard Griffin GSAS is to identify and attract the most promising students to form a dynamic and diverse community, and to shape them into visionary scholars, innovative educators, and creative leaders

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

Graduate School of Arts and Sciences

Salary Grade

054

Department

Harvard Griffin GSAS

Union

55 - Hvd Union Cler & Tech Workers

Time Status

Full-time

Pre-Employment Screening

Identity

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.