Reports to the Executive Director, the Academic Planner is a subject matter expert, serving as the principal administrative contact for faculty and instructional staff within the multidimensional Mathematics Department curriculum. Responsible for all administrative logistics for courses, this role serves as an internal and external liaison to the FAS Registrar’s Office, other Harvard departments and programs, Publishing Houses, etc. In response to evolving department needs, the position develops, manages and updates administrative processes related to the department curriculum, in consultation with the Math Department leadership. In addition to working collaboratively with the faculty curricular coordinator, the position works independently with minimal supervision in a work environment of multiple and conflicting priorities.

Curriculum planning:

• Serves as subject matter expert and principal administrative contact and liaison for all Math Department curricular-related issues.
• Manage time-table of classes scheduled by preference.
• Create google form to solicit faculty teaching preferences for more than 90 courses per year.
• Responsible for the Math Department portion of the course catalog. Coordinate the catalog listing of MATH courses with the Registrar’s Office. This includes entering and crosschecking approximately 50-60 instructors/courses in the Fall and 40-50 instructors/courses in the Spring.
• Responsible for input of all MATH introductory courses into my.harvard.edu, including the sections so they appear as regular courses.
• In charge of creating and assigning course numbers to all new courses (approximately 20 courses per year) (my.harvard.edu).
• On an ongoing basis review and make necessary changes in my.harvard.edu to reflect the latest updates and corrections.
• In consultation with MATH Faculty curricular planner, oversees all aspects of the MATH Department portion of the course catalog, such as course title/number editing, instructor name/title checking, etc.

Classroom Assignments:

1. Regular classes:

• Responsible for MATH classroom preferences entered in the Registrar’s Office EMS system (special room booking system for regular classes).
• Collect classroom preferences by sending the google form to all MATH instructors.
• Make an assessment of previously collected room preferences to take into consideration class size, room availability, instructor/student time preferences; and particular teaching faculty needs.
• Cross-check classroom assignments multiple times leading up to the beginning of each semester.
• Distribute the classroom assignments to all teaching instructors and make the necessary changes according to their feedback.
• Manages MATH Question Center room booking and scheduling requests.
• Manages Out of Sequence room booking and scheduling requests (multiple exams per week).

2. Seminars and other extracurricular activities:

• Responsible for processing room booking requests for all seminars, session reviews, office hours, and other activities using the RoomBook system (hundreds of reservations per term).
• Manage all bookings requested for Math Department seminars/classrooms.
• Coordinate the room booking with the Science Center Scheduling Office.

Seminar Announcements:

• Manage announcements for the Math Department seminars (roughly 10 regular weekly seminar series; and numerous one-time given seminars).
• Create a digital and paper poster for each seminar and add them to the Math Web page and also to Math Dept. Calendar.
• Coordinate the Center of Mathematical Sciences seminar announcements appearance on the Math Dept. webpage and on the bulletin board.

Textbooks:

• Maintain the course textbooks database.
• Collect the textbook preferences required for teaching from the instructors by using the google form.
• Cross-check the Math Dept. textbook library on the textbook availability; sign-out the existing. textbooks to instructors/collect the textbooks back after the end of semester.
• Work with the textbook publishing houses to obtain the desk copies.
• Order textbooks on Amazon if desk copies are not available.
• Communicate with instructors about the timeline of obtaining the textbook to make sure they arrived before the semester.

Other duties as required but not limited to:

• Assist the Mathematics Department administrative leadership team with various special projects
• Assist with the Math Dept events
• Maintain Q score records for instructors
• Serve as a member of the Main Office team
• Provide faculty support

Three or more years of related experience. Education beyond high-school may count towards experience. Computer proficiency in a Mac environment.

Business training beyond high-school or college background strongly preferred. Experience working in a university setting. Experience using a variety of computer software, including proficiency with Microsoft Office, Adobe, Google Suit, Google Forms, etc. A team player who is flexible and comfortable working in a fast-paced, culturally diverse, multi-person office environment. Demonstrate oral and written communication skills. Ability to handle confidential information with discretion. Ability to manage complex and multiple projects simultaneously to meet the required deadlines. Strong customer service and interpersonal skills. Ability to work independently with minimal supervision

The position is expected to be based on the Harvard campus, in Cambridge, MA

All formal offers will be made by FAS Human Resources

We are unable to provide visa sponsorship

We invite you to visit Harvard’s Total Rewards website 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.

General Administration

USA - MA - Cambridge

403134 Coordinator I

Hybrid (partially on-site, partially remote)

Mathematics

Sciences

Full-time

054

55 - Hvd Union Cler & Tech Workers

Identity

Monday - Friday, 9-5
Occasional nights and weekends may be required

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.

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.