"Coordinator of Faculty Appointments"

Job Description

The Coordinator of Faculty Appointments provides critical administrative support to the Faculty Appointments team. This role focuses on providing essential administrative assistance in coordinating faculty search and review processes, maintaining accurate records, and facilitating internal communications. The position requires strong organizational skills, attention to detail, and a proactive approach to supporting faculty and administrative colleagues.

Job-Specific Responsibilities:

• Maintains both electronic (via AppXtender) and physical faculty personnel files.
• Creates and maintains a calendar for ongoing and upcoming searches and reviews, and spreadsheets to track the status of each search and review.
• Posts faculty search and review materials using the Interfolio system. Reviews confidential search and review dossiers' contents for completion.
• Takes and produces Appointments Committee meeting minutes; revises and distributes minutes to committee members after review by Associate Director. Follows up on action items, including generating reminders and tracking tasks to completion.
• Copies and distributes handouts for faculty meetings.
• Provides applicant support and troubleshoots issues in the ARIES recruitment system.
• Coordinates with Area Administrators to ensure proper transition of search files and distribution of outcome notifications to candidates. Ensures proper documentation and archiving of search and review outcomes.
• Submits updates for the faculty photo board to the Office of Communications (additions, deletions, and changes).
• Maintains Academic Deans’ Office calendar of faculty events.
• Assists in coordinating the Faculty Research Seminar schedule, including media needs and catering.
• Periodically reviews and updates links on the Faculty Hub website to maintain accurate and up-to-date information.
• Assists with onboarding new faculty: prepares welcome bags for new incoming faculty; submits office key requests for Adjuncts and works with security on distribution/retrieval; and, provides Campus Service Operations with adjunct faculty room occupancy information each semester for door tags.
• Additional duties as assigned.

Qualifications

Basic Qualifications:

3 or more years of administrative experience.

Additional Qualifications and Skills:

• Strong administrative and organizational skills with meticulous attention to detail and ability to prioritize work.
• Proficiency with electronic systems and databases (e.g., AppXtender, Interfolio, ARIES) or willingness to learn.
• Ability to handle confidential information with discretion.
• Strong written and verbal communication skills.
• Ability to manage multiple priorities and work collaboratively with various departments.
• Experience in higher education administration preferred but not required.
• Previous experience working with faculty is a plus.
• Bachelor’s degree not required, but a plus.
• Ability to work effectively as a member of a team and with a variety of projects.

Additional Information

• Standard Hours/Schedule: 35 hours per week
• Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position
• Pre-Employment Screening: Identity
• Work Format Details: This is a position that is based at a Harvard campus location with some remote work options available. Additional details will be discussed during the interview process. All remote work must be performed within one of the Harvard Registered Payroll States, which currently includes Massachusetts, Connecticut, Maine, New Hampshire, Rhode Island, Vermont, Georgia, Illinois, Maryland, New Jersey, New York, Virginia, Washington, and California (CA for exempt positions only). Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment.
• Salary Grade and Ranges: This position is salary grade level 054. Please visit Harvard's Salary Ranges to view the corresponding salary range and related information.
• Benefits: Harvard offers a comprehensive benefits package that is designed to support a healthy work-life balance and your physical, mental and financial wellbeing. Because here, you are what matters. Our benefits include, but are not limited to: Generous paid time off including parental leave; Medical, dental, and vision health insurance coverage starting on day one; Retirement plans with university contributions; Wellbeing and mental health resources; Support for families and caregivers; Professional development opportunities including tuition assistance and reimbursement; Commuter benefits, discounts and campus perks. Learn more about these and additional benefits on our Benefits & Wellbeing Page.
• EEO/Non-Discrimination Commitment Statement: Harvard University is committed to equal opportunity and non-discrimination. We seek talent from all parts of society and the world, and we strive to ensure everyone at Harvard thrives. Our differences help our community advance Harvard's academic purposes. Harvard has an equal employment opportunity policy that outlines our commitment to prohibiting discrimination on the basis of race, ethnicity, color, national origin, sex, sexual orientation, gender identity, veteran status, religion, disability, or any other characteristic protected by law or identified in the university's non-discrimination policy.