The Student Services Coordinator provides broad administrative support to offices within the Student Services division at HDS. The coordinator engages with staff colleagues, as well as students, alumni, faculty, employers, and vendors. Among the primary responsibilities are event and programming support, financial reconciliations and purchasing, student communication, project management and general administration. The coordinator is a dynamic generalist role with varied responsibilities serving several offices. Communication, collaboration, and strong customer-service orientation are integral to success, as are technical and administrative skills, and the ability to manage tasks and meet deadlines.
Primary duties and responsibilities:
Responsible for purchasing and procurement for office needs, events, and programs. Manage staff and student reimbursements.
Track and reconcile expenditures across various Student Services accounts. Produce budget reports for offices, as needed. Reconcile and report P-Card expenditures weekly and maintain any necessary financial records for the offices.
Review hiring documents, invoices, and contracts for vendors, guest speakers, graduate assistants, and students receiving funding, to assure compliance with University policies and processes.
Run hiring process, IT set-up, and office space needs for student workers and new hires.
Order office supplies and manage inventory efficiently across offices.
Provide scheduling assistance for staff, as needed.
Update and create documentation for business processes, as needed.
Provide on-site support during school-wide events, such as orientation, commencement, admissions open houses, services, etc. Provide administrative and on-site support for office-led programs.
Field and respond to general inquiries (email, telephone, and walk-in) for the offices and provide skilled referral, as necessary.
Manage updates to internet and intranet content for the Student Services offices.
Designs and coordinates publicity for events, programs, and services, as needed.
Oversees production of weekly newsletters distributed by offices.
Specific project management and general administration responsibilities within offices:
Office of the Registrar:
Catalog student records for archiving; retrieve requested records from archives and monitor them, as needed, and return.
Manage special requests for student transcripts.
Office of Career Services:
Assist in the maintenance of Hired, the HDS on-line career management and posting system, and provide support to student, alumni and employer users. Analyze monthly activity reports. Select and post-employment opportunities.
Maintain resources in the HDS Alumni Career Stories and Advice Video Library, both in the existing Canvas Dashboard, and the supplemental print resources which accompany the library.
Manage Career Resource Library, including online and paper resources.
Compile annual HDS Career Planning and Job Search Guide.
Office of Student Life:
Manage the MBTA student discount program and administer student lockers.
Monitor and maintain inventory of the HDS Food Pantry.
Office of Religious and Spiritual Life:
Annually researches and updates multifaith calendar
Oversee production of the weekly Wednesday Noon Service and other major ritual bulletins.
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.
Salary Grade: 054
Union: 55 - Hvd Union Cler & Tech Workers
1-3 years' experience working in a broad administrative role, preferably in a higher education setting. Education beyond high school may count towards experience.
Advanced experience with Microsoft Office products, including Excel and Word.
Candidates wishing to be considered must supply a cover letter in addition to a resume.
Ability to write clearly.
Strong interpersonal and communication skills, as well as commitment to principles of belonging and inclusion within a richly diverse multifaith setting.
Commitment to supporting the work of graduate students in a rigorous academic environment.
Attention to detail.
Ability to work independently, as well as part of various teams within HDS.
Experience with Microsoft Publisher, Adobe InDesign, course management tools (e.g., Canvas, Blackboard), student information systems, and databases.
Prior work experience in student services.
Video filming and editing skills, as well as experience in creating promotional materials for events.
Experience in programming and events, as well and communication and publicity.
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.
EQUAL OPPORTUNITY EMPLOYER: 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, or any other characteristic protected by law.
Harvard University is devoted to excellence in teaching, learning, and research, and to developing leaders in many disciplines who make a difference globally. The University, which is based in Cambridge and Boston, Massachusetts, has an enrollment of over 20,000 degree candidates, including undergraduate, graduate, and professional students. Harvard has more than 360,000 alumni around the world. The University has twelve degree-granting Schools in addition to the Radcliffe Institute for Advanced Study, offering a truly global education. Established in 1636, Harvard is the oldest institution of higher education in the United States.