Coordinator II, Summer Planning and Funding

Job Summary

The OCS Summer Funding team helps Harvard College undergraduates plan summer experiences and learn how to apply for funding for summer study, international internships, research, and public service. Working as part of a specialized three-person team within the Office of Career Services, the Summer Funding Coordinator reports to the Assistant Director of Summer Funding and works closely with the Financial and Technology Administrator. The Summer Funding Coordinator is the first point of contact for all inquiries related to summer opportunities, working with a wide range of internal and external colleagues and a diverse student population. The Coordinator plays a critical role in educating students about summer funding opportunities and managing student applications.

Auto req ID

59857BR

Job Code

404038 Coordinator II (FSS)

Location

USA - MA - Cambridge

Business Title

Coordinator II, Summer Planning and Funding

Sub-Unit

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

Appointment End Date

30-Apr-2023

Salary Grade

055

Time Status

Full-time

Union

55 - Hvd Union Cler & Tech Workers

Basic Qualifications

3+ years office experience or work experience in a higher education setting. Higher education may count towards experience. Excellent communication skills (written and oral). Excellent administrative, organizational, and interpersonal skills required. Attention to detail. Ability to be self-directed, exercise discretion, and manage workflow in a timely manner. Sense of humor under stress. Proficiency in Microsoft Office suite, SharePoint, Google suite, and complex software platform usage skills.

Additional Qualifications and Skills

Bachelor’s degree preferred. Familiarity with Harvard University a plus. Knowledge of CARAT, QuickBase, and Qualtrics a plus. Basic HTML skills or experience with website development preferred. Student advising and customer service experience preferred.

Additional Information

This is a term appointment with end date of April 30, 2023.

All formal written offers will be made by FAS HR.
COVID Vaccine Policy: The University requires all Harvard community members to be fully vaccinated (primary series) against COVID-, as detailed in Harvard’s Vaccine & Booster Information. Individuals may claim exemption from the vaccine requirement for medical or religious reasons. More information regarding the University’s COVID vaccination requirement, exemptions, and verification of vaccination status may be found at the University’s “COVID-19 Vaccine Information” webpage: http://www.harvard.edu/coronavirus/covid-19-vaccine-information/ .

Department

Office of Career Services

Pre-Employment Screening

Identity

Job Function

Faculty & Student Services

Position Description

Managing 1,000+ summer funding applications annually Download applications from CARAT (an application portal)
o Clean application records and import applications into Quick Base (a relational database used for fund and application management)
o Create and update application processing reports in Quick Base
o Read all applications and process applications
▪ Sort applications into funding categories and programs for review by the Director of Summer Funding
▪ Take meticulous application notes in Quick Base
o Take note of any missing application pieces and communicate with students about turning those missing pieces in
o Use Qualtrics (a survey tool) to track students who accept and decline funding; follow up with students as needed
• Serving as the first point of contact for student inquiries about Summer Funding opportunities
o Manage the OCS Summer Funding inbox and phone line
o During funding cycle peak, email response and management can take several work hours per day
• Maintaining student application records and documents
o Update document uploads (resumes, transcripts, funding proposals or any application supplements) as students submit them; follow up with students as needed
o Keep track of changes in students’ funding preferences and/or programs or internship placements
o Communicate with students to track pre-departure requirements prior to fund disbursement
• Update website with Summer 2023 application information
• Participating in full range of office-wide events and all-hands-on-deck staffing needs
• Other duties as assigned

School/Unit

Faculty of Arts and Sciences

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.

Working Conditions

This position will be based in Cambridge, MA and requires at least 3 days in the office. Furthermore, individual flexible and remote work options for this role will be discussed during the interview process. This position will be based in Cambridge, MA. All remote work must be performed in a state in which Harvard is registered to do business (CA, CT, MA, MD, ME, NH, NY, RI, and VT).

Commitment to Equity, Diversity, Inclusion, and Belonging

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.