Department Services Coordinator

Harvard University • Cambridge, MA

2d • Hybrid

About The Position

The Department Services Coordinator provides administrative and operational support for faculty hiring, appointment, onboarding, and review processes within Harvard’s Faculty of Arts and Sciences (FAS). Supporting all FAS departments, with primary responsibility for an assigned academic division, the coordinator manages documentation, communications, and transactional activities in collaboration with academic departments, faculty members, and central administrative offices. The role helps ensure faculty personnel actions are processed accurately and on time while providing high-quality customer service.

The position requires strong organization, attention to detail, sound judgment, and the ability to manage concurrent priorities and confidential information. It operates in a professional office environment, involves extensive computer use and frequent coordination across offices, and supports a high-volume administrative operation with multiple deadlines. The position is hybrid; the department sets the work schedule and location according to operational needs. Standard hours are 35 per week.

Requirements

• At least three years of administrative or related professional experience.
• Bachelor’s degree or an equivalent combination of education and relevant experience.
• Strong organizational skills and ability to manage multiple processes, priorities, and deadlines simultaneously.
• Exceptional attention to detail and accuracy when compiling, reviewing, and maintaining documentation.
• Excellent written and verbal communication skills.
• Ability to work independently and collaborate effectively across departments and administrative offices.
• Ability to work effectively in a fast-paced, high-volume, deadline-oriented environment.
• Sound judgment and discretion in handling confidential and sensitive information.
• Strong customer service orientation and interpersonal skills.
• Proficiency with Microsoft Office applications and ability to quickly learn enterprise systems, including Aurora and other University administrative applications.

Nice To Haves

• Experience working in a complex administrative environment, preferably within higher education.

Responsibilities

• Manage organizational systems for tracking work in progress and filing.
• Gather and compile advisee feedback to support faculty review and evaluation processes.
• Process sabbatical leaves.
• Initiate visa processing for new faculty appointments by preparing and submitting required information to appropriate offices.
• Communicate with new faculty to initiate the I-9 employment verification process and guide them on required documentation.
• Enter, monitor, and process appointment transactions in the Aurora system.
• Review payroll registers and process educational loans and unemployment claims.
• Test systems.
• Perform other duties as assigned.

Benefits

• 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level