Coordinator II (Academic Appointments and Communications Specialist)

11-Mar-2025

Coordinator II (Academic Appointments and Communications Specialist)

Harvard T.H. Chan School of Public Health

68022BR

Job Summary

The Academic Appointments and Communications Specialist provides critical support to the Department of Health Policy and Management by assuming responsibility for two important areas of work – overseeing both faculty and non-faculty academic re/appointments, and managing all departmental communications, including the department’s web presence and social media outlets. This position works independently in an environment of multiple and competing priorities and is expected to anticipate and resolve problems as they are encountered.

In the area of academic appointments, this position independently manages and oversees all activities related to faculty re/appointments and academic re/appointments in the department. Primary responsibilities include, but are not limited to:

• Coordinates and has direct responsibility for faculty reappointments (includes primary, secondary, and adjunct) and non-faculty academic term reappointments (e.g., Research Scientists)
• Under the supervision of the Director of Administration (DA), liaises with the Office of Faculty Affairs (OFA) and assures adherence to all OFA policies, procedures, and deadlines.
• Advises faculty and research scientists on the required paperwork for reappointments and assists in the preparation of reappointment packets.
• Interacts with school leadership and other Harvard-based offices to provide support around activities related to faculty and research scientist reappointments.
• Assists the DA with necessary administrative transactions (e.g., appointment extensions, classification changes, title changes).
• Manages all annual appointments and reappointments
• Serves as resource and subject matter expert for all annual academic appointments, advising faculty/PIs on academic appointment types. Keeps current on university regulations and guidelines re: academic appointments, informing staff and faculty, and assuring compliance with those policies. Implements changes in processes and policies and communicates changes as needed. Coordinates materials for new appointments.
• Manages the annual academic reappointment process. Provides PIs/supervisors lists of active scholars to review for reappointment, updating records for OFA, gathering all required reappointment materials, updating all department records, reviewing materials with DA before sending to OFA, reviewing reappointment letters for OFA, creating non-reappointment letters for departing scholars, and communicating reappointment/non-reappointment status and letters with all annual appointees.
• Under the supervision of the DA, serves as a contact between the department, OFA, and the academic dean's offices in pursuit of all academic appointments.
• Serves as the search administrator for faculty searches and has direct responsibility for managing recruitment and outreach
• Serves as the principal contact/source of information for applicants. Responds to inquiries as they are received.
• Organizes and implements marketing and outreach initiatives to cultivate a diverse and talented applicant pool.
• Manages and oversees all faculty search logistics, including updating and maintaining all search related materials, tracking mechanisms, applicant materials, and frequently used documentation / communication templates.
• Manages life cycle of applications in the ARIeS application portal and notifies applicants of applicant status and committee decisions throughout the process. Closes out applications in accordance with ARIeS guidelines.
• Coordinates all aspects of finalist interview process, including setting agendas/itineraries, managing seminar logistics, arranging travel, and coordinating reimbursements, if necessary.
• Assists the DA in the preparation of the Search Report, preparing necessary appendices and corresponding materials as needed.
• Provides support to the DA in onboarding new faculty.

Position Description

In the area of communications, this position is the department’s in-house expert on and producer of all communications, ensuring compliance with the School’s standards and guidelines. Primary responsibilities include, but are not limited to:

• Manages departmental website, refining and managing standard operating procedures for updating faculty and researcher web profiles and departmental webpages, and ensuring all departmental communications align with School guidelines, meet ADA compliancy, and satisfy marketing standards and expectations
• Develops materials for internal and external audiences
• Maintains faculty research profiles, academic profiles, and webpages
• Creates, designs, and distributes regular research and departmental newsletters
• Manages and maintains departmental database of media and news featuring department faculty and researchers
• Creates and distributes digital and print promotional and informational material for departmental events
• Manages and maintains departmental Facebook, Twitter/X, and YouTube pages, and other platforms as they may arise
• Liaises with the Harvard Chan School’s Office of Communications and attends monthly/regular School-wide meetings to remain up to date on latest policies and procedures
• Liaises with the Office of Alumni and Donar Relations to maintain communication with departmental alumni
• Maintains and updates all departmental distribution lists; primary communicator of departmental announcements and opportunities
• Manages and coordinates departmental pop-up webstores for departmentally branded items for purchase
• Performs other duties as assigned or as new ideas/strategies are generated.

PLEASE NOTE: This position has a term appointment of 2 years from the date of hire with the possibility for extension.

PLEASE NOTE: This position has a strong internal candidate in mind.

Basic Qualifications

• 5+ years of relevant experience is required; a combination of education and experience may be considered

Additional Qualifications and Skills

The following job-specific skills and competencies are preferred:

• Bachelor's Degree, or an equivalent of education plus relevant experience (higher education preferred)
• Proficiency using a variety of computer software (e.g., Microsoft Office suite; WordPress or other web design software; Adobe Photoshop). Solid working knowledge of office processes and systems, and of related computer software and electronic communications tools
• Excellent organizational skills with ability to prioritize work in an environment with multiple and conflicting interests
• Excellent interpersonal skills with experience providing complex administrative support to multiple constituents
• Excellent verbal and written communication skills
• Proven project and/or program management skills
• Strong time management skills, attention to detail, and reliability to follow through on tasks and projects with a high level of accuracy and efficiency
• Customer service experience and expertise
• Experience working independently with minimal supervision, and also work as a team member
• Experience handling complex and confidential information with discretion

Additional Information

Join the Harvard T.H. Chan School of Public Health to support our mission of health research and education, and to be a part of the oldest institution of higher learning in the country!

----------

• The Harvard T.H. Chan School of Public Health does not provide visa sponsorship, now or in the future, for staff positions.
• Harvard University requires pre-employment reference checks and background screenings.
• This position has a 90 day orientation and review period. The O&R period will be waived for any internal Harvard employee transfers.

----------

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.

Work Format Details

This is a hybrid position that is based in Massachusetts. 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.

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.

Job Function

General Administration

Department Office Location

USA - MA - Boston

Job Code

403040 Coordinator II

Work Format

Hybrid (partially on-site, partially remote)

Sub-Unit

------------

Salary Grade

055

Department

Health Policy and Management

Union

55 - Hvd Union Cler & Tech Workers

Time Status

Full-time

Pre-Employment Screening

Identity

Commitment to Equity, Inclusion, and Belonging

At the Harvard T.H. Chan School of Public Health, we believe that diversity is integral to the Harvard experience and our mission of improving public health education, research and policy. Diversity of cultural backgrounds, identities, lived experiences, perspectives, and ways of understanding the world enriches our community and enables us to best meet the public health needs of the United States and the world. Ongoing learning and development related to diversity allows for both individual and institutional growth, and is necessary to foster and sustain a culture of inclusion. To achieve this, we are committed to ensuring equitable access to opportunities for learning, living, and working at the Harvard Chan School. We maintain an unwavering dedication to diversity, inclusion, and belonging as core to our institutional values and to actively counter, minimize, and address racism, sexism, xenophobia, homophobia, gender bias, and all forms of discrimination.

Learn more about the School’s mission, objectives, and core values, our Principles of Citizenship, and our diversity, inclusion, and belonging initiatives. Also, learn more about the Dean’s AAA vision and our school’s ongoing strategic initiatives.

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.