Records and General Information Specialist

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Why join the Harvard Faculty of Arts and Sciences?

The Faculty of Arts and Sciences (FAS) is the historic heart of Harvard University. It is the home of Harvard’s undergraduate program (Harvard College, founded in 1636) as well as all of Harvard’s Ph.D. programs (the Harvard Kenneth C. Griffin Graduate School of Arts and Sciences, founded in 1872), Harvard Athletics and the Division of Continuing Education. The 40 academic departments and 30+ centers of the FAS support a community unparalleled in its academic excellence across the broadest range of liberal arts and sciences disciplines. Together, the FAS seeks to foster an environment of ambition, curiosity and shared commitment to knowledge and truth that elicits excellence from all members of our community and prepares the next generation of leaders through a transformative educational experience.

Job Summary:

Reporting to the Assistant Registrar for Records & Procedures in the Division of Continuing Education’s (DCE) Registrar’s Office, the Records and General Information specialist assists students with general inquiries via email and phone; resolves issues with student biographical data; reconciles duplicate accounts; maintains documentation.

Job-Specific Responsibilities:

The Records and General Information Specialist is responsible for records maintenance and customer service within the Registrar's Office, serving approximately 20,000 Extension and Summer School students.

• Updates and maintains student ID and biographical records in Student Information System (SIS) in compliance with Harvard University requirements.
• Processes legal name changes, address changes, and demographic data changes and corrections.
• Identifies and reconciles duplicate student records.
• First point of contact for DCE Registrar's Office inquiries and manages a high-volume email inbox.
• Provides customer service and administrative support for various registration requirements and processes, including but not limited to placement tests, pre-requisites, maximum enrollment policies.
• Maintains confidential student paper files; manages secure file area; assists with file archiving.
• Provides excellent customer service to students, instructors, and DCE colleagues.
• Attends monthly frontline staff group meetings.
• Performs related duties as required.
• Occasional weekend and evening overtime required.

Working Conditions:

This position will be based in Cambridge, MA. Hybrid workplace models in place at DCE with a minimum of 2 days per week on campus. DCE may adjust these as necessary or appropriate.  

Physical Requirements:

Sitting at a desk for long periods. Occasionally carry boxes of paperwork.

Basic Qualifications:

• Three years of office/customer service experience required.
• Education beyond high school may count toward experience.

Additional Qualifications and Skills:

• Bachelor's degree preferred. 
• Experience with Banner SIS and SalesForce CRM a plus. 
• Proficiency with Microsoft Office software
• Experience in a university setting preferred 
• Excellent oral and written communication skills. 
• Strong interpersonal skills; organizational skills and follow-through; accuracy and attention to detail. 
• Experience working with a diverse population, including non-native English speakers; ability to work well under pressure and collaborate across departments. 
• Experience providing a high level of clerical and administrative assistance with great attention to detail, ability to handle a variety of tasks independently and with many interruptions. 
• Discretion and good judgement in handling complex and confidential information; flexibility in accepting new assignments.

• Standard Hours/Schedule: 35 hours per week
• Compensation Range/Rate (including Shift Differential if applicable): $60K-70K/annual
• Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position
• Pre-Employment Screening: Identity, Criminal
• Other Information:

About Us

The Division of Continuing Education (DCE) comprises four academic units serving about 30,000 domestic and international students annually, which allow Harvard to meet the learning needs of intellectually curious and highly motivated students from high school through retirement. Established in 1910, the Harvard Extension School (HES) offers access to Harvard faculty for a diverse community of adult learners, enrolling about 15,000 students. HES offers over 1,000 open enrollment courses — 85 percent of which are accessible online — and provides flexibility through noncredit, undergraduate, and graduate courses, including degrees, certificates, and a premedical program. The Harvard Summer School, founded in 1871, offers around 450 credit and noncredit courses both on the Harvard Campus and online, catering to 10,000 high school, college, and adult learners. Additionally, it offers more than 15 international study abroad programs, hosting up to 300 students each summer. Harvard DCE Professional & Executive Development delivers over 140 noncredit programs annually, reaching more than 3,600 participants through online platforms and its executive development center in Cambridge. The Harvard Institute for Learning in Retirement offers about 140 peer-taught courses to approximately 550 active members.

Work Format Details

This position has been determined by school or unit leaders that some of the duties and responsibilities can be effectively performed at a non-Harvard location. The work schedule and location will be set by the department at its discretion and based upon operational needs. When not working at a Harvard or Harvard-designated location, employees in hybrid positions must work in a Harvard registered state in compliance with the University’s Policy on Employment Outside of Massachusetts. Additional details will be discussed during the interview process. Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

Salary Grade and Ranges

This position is salary grade level 053. Please visit  Harvard's Salary Ranges  to view the corresponding salary range and related information. 

Benefits

Harvard offers a comprehensive benefits package that is designed to support a healthy work-life balance and your physical, mental and financial wellbeing. Because here, you are what matters. Our benefits include, but are not limited to: 

• Generous paid time off including parental leave 
• Medical, dental, and vision health insurance coverage starting on day one 
• Retirement plans with university contributions 
• Wellbeing and mental health resources 
• Support for families and caregivers 
• Professional development opportunities including tuition assistance and reimbursement 
• Commuter benefits, discounts and campus perks 

Learn more about these and additional benefits on our Benefits & Wellbeing Page. 

EEO/Non-Discrimination Commitment Statement

Harvard University is committed to equal opportunity and non-discrimination. We seek talent from all parts of society and the world, and we strive to ensure everyone at Harvard thrives. Our differences help our community advance Harvard's academic purposes.

Harvard has an equal employment opportunity policy that outlines our commitment to prohibiting discrimination on the basis of race, ethnicity, color, national origin, sex, sexual orientation, gender identity, veteran status, religion, disability, or any other characteristic protected by law or identified in the university's non-discrimination policy. Harvard's equal employment opportunity policy and non-discrimination policy help all community members participate fully in work and campus life free from harassment and discrimination.