Academic Appointments Manager

Harvard Medical School

62937BR

Position Description
As a member of the Office of Faculty Affairs (OFA) team, reporting to the Director of Data Strategy and Digital Innovation, the Academic Appointments Manager (AAM) takes an active role in managing academic appointment activities. This person provides oversight and management of the academic appointment processes and leads the overall direction and growth strategy for academic data collection related to 21,000+ faculty and other academic appointments for Harvard Medical School (HMS) and Harvard School of Dental Medicine (HSDM).

They oversee strategic communications to HMS constituencies (affiliate hospitals, HMS/HSDM offices, and Harvard University) while leading the team that manages timely and complete faculty and non-faculty academic appointment and reappointment data processes. This work is non-routine and complex, involving high levels of analysis within OFA. These activities support the effective and efficient recruitment, retention, academic advancement, and career satisfaction of our diverse faculty.

This position requires a dynamic, mission-driven leader who is passionate about leading hands-on operations, fostering growth, as well as developing and managing faculty data analysis and reporting for Harvard Medical School, Harvard University, affiliate hospitals, and external agencies.

Duties and Responsibilities:

• Supervises the Senior Academic Appointments Coordinator and two Academic Appointments Coordinators.
• Collaborates with HR on the management of PeopleSoft tables and manages the MARS and PeopleSoft access and training for affiliate administrators.
• Lead the team in resolving ongoing technical support needs and issues experienced by end-users.
• Represents the Office of Faculty Affairs in cross-cutting efforts with offices across HMS, the Quad, and the affiliated hospitals to improve academic appointment processes.
• Partners with the Director of Data Strategy and Digital Innovation to understand information needs, support requests for data, and present analysis and recommendations.
• Identifies trends, defining and implementing processes that allow for greater performance of staff through best practice tools, metrics reporting, and systems to ensure the quality of data and staff work.
• Collaborates with the OFA Program Director of Academic Operations on Quad appointments, identifying trends and opportunities to implement process improvements along with updating policies.
• Collaborates with HMS IT and the Director of Data Strategy and Digital Innovation to explore and support the automation of appointment processing.

Basic Qualifications

• Bachelor’s degree or equivalent work experience required.
• Minimum of 5 years relevant work experience. 
• Supervisory experience.

Additional Qualifications and Skills

• Master’s degree and higher education management experience.
• PeopleSoft navigation proficiency and query development. 
• Experience with business needs in a university setting.
• Familiarity with approaches to data analysis and electronic submission systems.
• Statistical background.
• Knowledge of academic appointment processes is a plus.
• Familiarity with Business Intelligence tools; Tableau experience a plus.
• Strong analytical and critical thinking skills to solve complex issues.
• Strong verbal and written communication skills.
• Ability to prioritize and multitask, deadline and detail-oriented.
• Ability to handle highly confidential information with discretion.
• Track record of troubleshooting, problem resolution, project management, and technology evaluation to meet business requirements.
• Demonstrated team leader who works constructively and collaboratively across functions.

Additional Information
This is a three-year term position from the date of hire, with the possibility of extension, contingent upon work performance and continued funding to support the position. 

This position is based in Boston, but the work may be done primarily remote. Any remote work must be performed in a state in which Harvard is registered to do business (CA*, CT, GA, IL, MA, MD, ME, NH, NJ, NY, RI, VA, VT, and WA). Individual flexible and remote work options for this role will be discussed during the interview process. *Note: Harvard employees working in California must be exempt.

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.

Please note that we are currently conducting a majority of interviews and onboarding remotely and virtually. We appreciate your understanding.

The Harvard Medical School is not able to provide visa sponsorship for this position.

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Benefits
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.

Job Function
General Administration

Department Office Location
USA – MA – Boston

Job Code
359057 Admin Dept/Program Admin

Work Format
Remote

Department
Faculty Affairs

Sub-Unit
*

Time Status
Full-time

Salary Grade
057

Union
00 – Non Union, Exempt or Temporary

Pre-Employment Screening
Education, Identity

Commitment to Equity, Diversity, Inclusion, and Belonging
We are committed to cultivating an inclusive workplace culture of faculty, staff, and students with diverse backgrounds, styles, abilities, and motivations. We appreciate and leverage the capabilities, insights, and ideas of all individuals. Harvard Medical School Mission and Community Values

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.