Graduate Program Coordinator

Harvard University

About the Role

The Graduate Program Coordinator serves as the primary administrative point of contact for graduate students and supports academic and/or student programs for the administrative grouping. This position reports to the Manager of Administration (MoA) and has mainly independent responsibilities. The Coordinator acts as a liaison to the Registrar’s Office, Graduate School of Arts & Sciences, and related Harvard Offices to support graduate students and help resolve student issues. This position may also address, plan, and apply for funds to support events and programs for student professional development and community enrichment.

Job-Specific Responsibilities

• Serves as the primary administrative point of contact for graduate students.
• Tracks graduate student progress (requirements fulfilled, prospectus and dissertation chapter submission, status of INCs, completion of exams) and reports findings to the Director of Graduate Studies (DGS).
• Contacts students or provides draft correspondence at the DGS's request.
• Oversees student registration to ensure compliance with University policies and procedures.
• Maintains graduate student records.
• Provides annual progress letters to all graduate students.
• Serves as liaison between graduate students, faculty, advisors, and the DGS.
• Coordinates all facets of graduate admissions, including scheduling visits for admitted students and related events.
• Provides information to prospective graduate students.
• Coordinates fall orientation activities for incoming graduate students.
• Serves as liaison between various GSAS offices (Financial Aid, Student Affairs, Registrar, International Office, Fellowships Office).
• Meets with students individually to review policy and remaining requirements.
• Schedules and coordinates all graduate exams (first year presentations, general exams, prospectus meetings, and dissertation defenses).
• Schedules events for students, including graduate representative lunches with DGS and student appreciation/community building gatherings.
• Creates appointments in PeopleSoft for Teaching Fellows and issues HGSU compliant appointment letters.
• Oversees GSAS-wide fellowship application processes for the Department (submission of student proposals, faculty review).
• Coordinates department summer funding requests and fund allocation, GSAS Summer School waivers, and other summer programs.
• Schedules mock interviews for market-ready candidates; monitors job interviews and placements.
• Serves as an information source regarding graduate fellowships and postdoctoral fellowships.
• Edits/updates text for Departmental and GSAS publications (e.g., GSAS Handbook).
• Maintains the Graduate Program section of the RLL website.
• Maintains graduate student listservs.
• Manages GSAS Professional Development Fund requests.
• Coordinates circulation of Special Student and Visiting Fellow applications and serves as departmental contact for admitted individuals.
• Maintains all Special Student and Visiting Fellow records.
• Works with the DGS and Chair on policy changes, and informs graduate students of departmental or GSAS deadlines and policy changes.
• Coordinates the annual or semi-annual choice of delegates for the Romance Languages Graduate Student Association and the Graduate Student Council.
• Approves I-20 extensions for international graduate students.
• Attends and recommends agenda items for Department meetings, preparing relevant materials.
• Submits proposals to GSAS for the Dean’s Fund for Graduate Program Initiatives.
• Handles occasional special projects relating to graduate students, graduate alumni, or the graduate program.
• Reports to: MoA, DGS, Chair.

Working Conditions

This is a hybrid position with an expectation of working on campus three days per week. The exact schedule will be determined in conjunction with the manager and may adjust based on operational and/or business needs.

Requirements & Tech Stack

• High degree of proficiency with the entire Microsoft Office Suite to include Outlook, OneNote, Excel.
• Proficiency with Adobe products and Google Suite.
• Excellent computer skills and willingness to learn new applications.

Qualifications

• Three or more years of related experience; education beyond high school may count towards experience.
• College degree preferred, or an equivalent of education plus relevant experience in higher education or an office environment.
• Administrative experience in a customer service or operations-oriented office is desirable.
• Ability to prioritize work in an environment with multiple and conflicting interests.
• Proven ability to work independently with minimal supervision and handle complex and confidential information with discretion.
• Proven ability to work independently and collaboratively as part of a team.
• Excellent communication and interpersonal skills with the ability to resolve a wide range of issues with sensitivity and accuracy from inquiring students, faculty, and other entities.
• Excellent organizational and interpersonal skills, and ability to prioritize work and deliver timely task completion with competing deadlines and frequent interruptions in an active office.
• Ability to work in a fast-paced environment with minimal supervision.

Additional Information

• Standard Hours/Schedule: 35 hours per week.
• Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position.
• Pre-Employment Screening: Identity.
• All formal offers will be made by FAS Human Resources.
• Work Format Details: Some duties can be performed at a non-Harvard location. Work schedule and location will be set by the department based on operational needs. Employees in hybrid positions must work in a Harvard-registered state when not working at a Harvard or Harvard-designated location. Certain visa types and funding sources may limit work location.
• Salary Grade: 055.
• Benefits: Comprehensive benefits package includes generous paid time off (including parental leave), medical, dental, and vision health insurance, retirement plans with university contributions, wellbeing and mental health resources, support for families and caregivers, professional development opportunities (including tuition assistance and reimbursement), and commuter benefits, discounts, and campus perks.