The Faculty Search Coordinator is part of a collaborative team of staff supporting the School's academic recruitment activities and Office of Academic Affairs events and activities. Reporting to the Assistant Dean for Faculty and Academic Affairs, the OAA Faculty Search Coordinator is responsible for executing administrative logistics related to the confidential faculty and academic appointments processes, specifically the faculty review process.
Position Description
Faculty Search and Internal Promotions and Reviews:
• Under the direction of the Assistant Dean and in collaboration with the Assoc Dean for Faculty and Academic Affairs and Dir of Faculty and Academic Support Services, serves as the principal administrative contact and liaison for the HDS faculty search and review process including the following duties:
Maintaining faculty hiring and review systems for internal and external faculty search and review candidates (ARIES).
Preparing online dossiers for review by HDS faculty members.
Serving as primary contact for external evaluators and coordinating access to candidate materials for external evaluators.
Planning and executing search and review committee meetings and candidate visits.
Arranging travel for faculty search related visitors.
Coordinating and maintaining direct responsibility for faculty search related correspondence, reports, and other documentation including requests for external evaluation, promotion, and reappointment dossiers, teaching and leave reports.
Locating and preparing copies of reviews and publications by internal, external, and potential candidates.
Communicating with junior and senior scholars as well as departments in the pertinent fields at various stages of search.
In consultation with other colleagues and deans in the OAA, creating inclusive and diverse publication plans for job advertisements and outreach.
Serving as the faculty search point-of-contact with the Provost's Office and senior scholars for all ad hoc preparations.
• Communicates with Faculty Search Committee chairs and members regarding candidate queries and updates of candidate applications, schedules meetings, constructs timelines, and keeps faculty on track, arranging job advertising with journal editors, professional associations, websites, and listservs.
• Monitors applications and supporting documents, and posting jobs in academic applications system, updating faculty search committees as appropriate.
• If asked, attends and works for the search office at AAR/SBL Conference in November of each year (occasional travel required).
Office of Academic Affairs:
• Provides support for faculty meetings and other such meetings as needed, assists with planning and preparing for the meetings, taking and preparing minutes and meeting-related materials, makes room reservations, coordinates A/V support, plans room setup, places catering requests, and follows up with requests from meetings, etc.
• Calls upon the faculty for scholarly publications and activities before each faculty meeting and compiles a report for distribution to the faculty.
• Posts all adjunct and TF, (including Summer Language Program) jobs in ARIES. Advises departments and sometimes posts in ARIES for program departments and centers, from initiating the post to closing out the post.
• Supports the Assist Dean for Faculty and Academic Affairs with academic appointment interviews- compiling materials, scheduling interview meetings, and creating itineraries.
• Acts as backup for searches for academic personnel for HDS programs and centers.
• Coordinates the annual application process for unpaid visitors and affiliates, ensuring faculty sponsorship and keeping the tracking spreadsheet updated throughout the process.
• When asked, serves as a back-up staff support to the Dean's Office, answering phones, accepting mail, welcoming visitors, etc.
• Works with various HDS and HU offices to plan OAA/Assoc Dean events, lectures, and conferences and implements and attends events while resolving issues that come up while planning or during events.
• Along with other members of the team, maintains confidential faculty files, ensuring accuracy, completeness; provides front-line phone coverage; performs general office duties; assists with faculty employment inquiries.
• Related duties as assigned.
Basic Qualifications
Minimum 3-5 years of related administrative experience, education beyond high school may count towards experience.
Proficiency with Microsoft Office (Word, Excel, PowerPoint, and Outlook), Zoom, Adobe Acrobat and other systems experience are necessary.
Candidates wishing to be considered must supply a cover letter in addition to a resume.
Additional Qualifications and Skills
Bachelor's degree preferred.
Previous higher education administration experience preferred; familiarity and ease with Harvard's financial and academic application and reporting systems a plus; previous Harvard University and/or working with faculty a plus.
Excellent organizational, interpersonal and communication (verbal/written), events organizing, attention to detail and customer service skills.
Accommodating and welcoming demeanor with visitors
Demonstrated ability to work with the highest degree of discretion, tact, professionalism, and confidentiality.
Ability to work harmoniously within a team and to work on projects autonomously.
Demonstrated ability to use independent judgment to manage competing priorities while meeting deadlines.
Adaptability and flexibility to meet shifting needs.
Highest level of proficiency with MS Office, Adobe Acrobat, Excel, ZOOM, and other systems (financial, and/or Harvard internal) preferred, as is a willingness to continuously adapt and learn new technical skills if needed.
Attendance at off-site meetings or events and/or travel is needed from time to time and hours outside of standard worktime (at peak times several times a week), including weekends, may be required few times a year.
*IMPORTANT NOTE: Your cover letter and resume should be combined into a SINGLE DOCUMENT under the resume tab. Cover letters are required for every position at Harvard Divinity School. We regret that the Harvard Divinity School does not provide Visa sponsorship.*
Working Conditions
This position is based in Cambridge, MA and requires an on-campus presence. All HDS positions have a regular schedule of Monday - Friday, 9am - 5 pm. A hybrid schedule, involving some remote work, may be possible, subject to business needs and manager and HR review/approval. HDS may adjust flex schedules as necessary or appropriate. Harvard has an established Flexwork Policy.
Please Note: We are currently conducting interviews virtually for selected candidates. Final interviews may be conducted on campus.
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.
Additional Information
Starting salaries typically fall in the lower half of the salary range; however, they are ultimately determined by the scope of the position, the candidate's relevant experience, and internal equity.
Harvard Divinity School seeks to respect, understand, and learn from all cultures, beliefs, and faith backgrounds, including those who are unaffiliated with a traditional denomination, of the members of our diverse community. HDS actively seeks and welcomes people of color, women, the LGBTQIA+ community, persons with disabilities, and people at intersections of these identities.
Founded in 1816, Harvard Divinity School is most religiously diverse divinity school in the United States and is one of 12 graduate/professional schools at Harvard University. HDS is grounded in pluralism and fosters the kind of thoughtful, respectful exchange of ideas that is vital for human flourishing. The School's degree programs prepare students for careers in academia, ministry, and a wide range of roles across the nonprofit, private, and public sectors.
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:
Flex-work options at HDS, including an optional summer compressed workweek (end of May through mid-August)
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-HY1
Department Office Location: USA - MA - Cambridge
Job Code: 404037 Coordinator I (FSS)
Job Function: Faculty & Student Services
Work Format: Hybrid (partially on-site, partially remote)
Sub Unit: ------------
Salary Grade: 054
Department: Office of Academic Affairs
Union: 55 - Hvd Union Cler & Tech Workers
Time Status: Full-time
Pre-Employment Screening: Education, 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.
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.
