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Faculty Affairs Assistant

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Job Summary

Reporting to the Associate Dean for Faculty Affairs with a dotted line to the Assistant Director of Faculty Affairs, provides general office coordination and support for the Faculty Affairs Office. This person will be the first point of contact for the Office, triaging visitors, phone calls, and email requests as they come in. This position is in charge of office upkeep and organization.


Position Description

Provides exceptional customer service to all visitors. -Processes reimbursements for faculty candidate visits, among other events and purchases, reconciles P-cards for the department, and tracks faculty travel funds. -Tracks, orders, and reconciles all office supplies. -Assists Associate Dean and Assistant Director for Faculty Affairs with full-time faculty searches every year, including making hotel and restaurant reservations, booking appropriate meeting and lecture rooms, coordinating IT support, and posting and tracking all faculty job advertisements. -Coordinates logistics for various meetings and committees run by the Faculty Affairs Office, including search committee meetings, Ad Hoc Tenure meetings, and the Faculty Appointments Committee. -In consultation with the Associate Dean and Assistant Director, prepares faculty and postdoc correspondence, including assisting with the adjunct lecturer ballot process. -Singlehandedly oversees the Visiting Scholar process, including creating appointment letters, communicating with faculty sponsors, entering information into tracking systems, and liaising with the Harvard International Office (HIO) to obtain visas for Scholars. Follows up with Scholars throughout their visit period. -Creates reports, tracking documents, and surveys using Google forms and other electronic software, such as Interfolio. -Assists in processing and record-keeping related to faculty, postdoc, and Visiting Scholar appointments, digitizing old records and creating new organization systems when necessary. -Performs related duties as required.


Basic Qualifications:

Minimum 2 years of related professional experience. Education beyond high school may count toward experience. Any candidate wishing to be considered must supply a cover letter in addition to a resume.


Additional Qualifications and Skills:

Bachelor’s degree. Previous experience in an educational and/or research environment; excellent oral and written communication skills; strong interpersonal skills and exceptional customer service skills and orientation; superior knowledge of office management and computerized office procedures with demonstrated ability to create efficiencies where needed; keen attention to detail; ability to work effectively and with tact and discretion across the organization; ability to handle sensitive/confidential information; proven ability to work collaboratively with teammates and a variety of people and departments. Prior experience working closely with faculty members and/or in academic affairs or faculty administration in a college or university strongly preferred. Knowledge of MS Office, including calendaring functions, Zoom, and Google applications.


Working Conditions:

The position is located on the Cambridge, MA campus. Successful candidate will have the opportunity to work a hybrid schedule with some days on campus and some days off campus if desired. Details will be discussed with those invited to interview. Successful candidate must live and work in a Harvard registered state (MA, NH, ME, CT, RI, VT, MD, and NY) with the ability to travel to campus weekly. The University requires all Harvard community members to be fully vaccinated against COVID-19 and remain up to date with COVID-19 vaccine boosters, as detailed in Harvard’s Vaccine & Booster Requirements. Individuals may claim exemption from the vaccine requirement for medical or religious reasons. More information regarding the University’s COVID vaccination requirement, exemptions, and verification of vaccination status may be found at the University’s “COVID-19 Vaccine Information” webpage:


Additional Information:

HGSE is a diverse community of learners, teachers, and employees who are passionate about changing the world through education and striving for maximum impact in the field of education. HGSE Human Resources values diversity in all forms, and believes that each employee brings a set of diverse experiences and identities to the workplace that makes us stronger, encourages innovation, and enhances our collective contributions. We continue to develop and support a workforce that reflects the diversity of those we serve

; fosters an environment that allows each individual to belong and to bring their best self to work; and creates the conditions that empower employees to contribute their full potential to advancing the work of the school. We do this by:

• Hiring and retaining staff reflecting the diversity of those we serve;

• Providing employees opportunities to learn, grow, and be challenged;

• Reviewing and ensuring fairness and equity in HR practices and policies including but not limited to hiring, promotion, and compensation;

• Developing strong relationships and partnerships internal and external to our community to advance diversity and inclusion;

• Communicating transparently and respectfully; and

• Fostering an inclusive, respectful, and professional work environment

About the Harvard Graduate School of Education Many choose to work at the Harvard Graduate School of Education because they believe in our mission and are excited by our vision for the future. We have a reputation as a great place to work, for our excellent leadership, and we are a strong community that values diversity. For more information about HGSE, its programs, research, and faculty, please visit:

Job Function

Faculty & Student Services


USA – MA – Cambridge

Job Code

404036 Staff Assistant III (FSS)




Faculty Affairs

Time Status



55 – Hvd Union Cler & Tech Workers

Pre-Employment Screening


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.


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