Faculty Assistant/Program Coor at Harvard University in Cambridge, Massachusetts

Job Description:

Harvard University


Position Title: Faculty Assistant/Program Coor

Req ID: 66849BR

School or Unit: Harvard Law School

Description: Job Summary

The Faculty Assistant/Program Coordinator will work under the direction of the Faculty Director of the Houston Institute for Race & Justice. They will provide a wide range of highly-skilled administrative and executive assistance to the Faculty Director and work closely with the Managing Director to support the Director and the Institute.

Position Description

As a Faculty Assistant you will:

• Act as a liaison between the faculty member and students, various Law School administrative departments, and external contacts, as appropriate
• Respond to requests for information on behalf of the faculty member, as appropriate
• Assist faculty member in organizing teaching and other academic material and maintain course website(s)
• Coordinate media and IT setup for classes and faculty engagements
• Arrange some domestic and international travel for the faculty member
• Process financial payments and reimbursements
• Prepare letters of recommendation
• Process and manage confidential material with tact and discretion
• Work with a broad range of technical applications in support of administrative, teaching and research activities
• Perform general office duties such as photocopying, filing, data entry, ordering office supplies, as needed

As a Program Coordinator you will:

• Provide a wide variety of administrative support to the Houston Institute, such as planning and organizing of events hosted by the Institute. Assist in advertising events through HLS and University channels, as appropriate. Make university room reservations, catering arrangements, and order AV and IT equipment for Institute events. Facilitate hotel and travel reservations for Institute events, including engaging with hotels regarding contracts and room reservations and assisting event participants with travel arrangements and reimbursements
• Assist the Managing Director in preparation of Institute advertising, reading materials, programs, and handouts
• Assist with maintaining and updating Institute media, such as the Institute webpage, email listserv, and social media accounts, as applicable
• Serve as liaison to residential fellows, visiting scholars, and Institute constituents on appointments, finances, etc., as appropriate
• Process financial invoicing, payments, and reimbursements, including PCard and credit card purchases and reconciliations on behalf of the Institute
• Coordinate with the Managing Director on the financial and administrative management of Institute grants with various funding/coding sources
• Assist, as requested by the Managing Director, with the grant proposals and administration, such as entering and monitoring grant expenditures, monitoring grant spending, interpreting and administering appropriate university and sponsored research fiscal policies to ensure compliance, and researching discrepancies as required
• Prepare financial reports utilizing HLS financial systems and reconcile coding errors with financial department as directed by the Managing Director
• Perform other duties as assigned

Basic Qualifications

3 or more years of experience in office administration or related field (business environment and/or customer service). Education beyond high school may count toward experience.

Additional Qualifications and Skills

We are looking for someone who has:

• Effective interpersonal and communication skills (written and verbal)
• Curiosity and creative problem-solving skills
• The ability to work independently and ask for help, with a willingness to learn new systems and processes
• Ability to prioritize work, especially given competing priorities
• Prior experience working on large events, specifically academic conferences
• Ability to forge strong collaborative working relationships; discretion; ability to effectively handle quickly changing priorities and adjust workflow accordingly
• Experience managing financial reimbursements
• Interest in racial and social justice

Working Conditions

This position is a flexible work position, requiring a minimum number of days on campus when classes are in session but allowing for work from home as appropriate, as determined by faculty and departmental needs of Faculty Member/Director and/or Managing Director.

Additional Information

This is a one-year term appointment with potential for renewal subject to funding and departmental need.

We regret that Harvard Law School is unable to provide visa sponsorship for staff positions.



All offers to be made by HLS Human Resources.

About Us

Be a part of excellence and leadership in legal education and scholarship at Harvard Law School. We are a community of talented people from diverse backgrounds, lived experiences, and perspectives, dedicated to advancing the cause of justice all over the world. We value our differences and our diversity as a source of strength. We are committed to developing and inspiring our students and our workforce. Whoever you are, whatever you do, however you do it, Harvard Law School is a place where you can thrive.

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.

LinkedIn Recruiter Tag (for internal use only)

#LI-MH1

Department Office Location: USA - MA - Cambridge

Job Code: 403134 Coordinator I

Job Function: Faculty & Student Services, General Administration

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

Sub Unit: ------------

Salary Grade: 054

Department: Charles Hamilton Houston Institute for Race & Justice


Union: 55 - Hvd Union Cler & Tech Workers

Time Status: Full-time

Pre-Employment Screening: Identity

Schedule: 40hrs/week, M-F. Some overtime and occasional weekend work may be required for events Occasional event-related travel (domestic or international) may be involved

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.

EOE 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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