Description
002386SR
School/Unit Harvard Divinity School
Department Office of Ministry Studies
Job Function General Administration
Location Cambridge
Job Type Full-time
Salary Grade 057
FLSA Status Exempt
Union 00 - Non Union, Exempt or Temporary
Term Appointment No
By working at Harvard University, you join a vibrant community that advances Harvard's world-changing mission in meaningful ways, inspires innovation and collaboration, and builds skills and expertise. We are dedicated to creating a diverse and welcoming environment where everyone can thrive.
Why join Harvard Divinity School?
Harvard Divinity School (HDS) is a nonsectarian school of religious and theological studies that educates students both in the pursuit of the academic study of religion and in preparation for leadership in religious, governmental, and a wide range of service organizations. HDS provides an intellectual home where scholars and professionals from around the globe research and teach the varieties of religion, in service of a just world at peace across religious and cultural divides.
Job Summary:
The Assistant Director for Field Education reports to and collaborates closely with the Assistant Dean for Ministry Studies and Field Education to provide operational leadership and manage core academic, administrative, and compliance functions of the Field Education Program. The role oversees complex academic processes and the workflows carried out by departmental staff, advises students and supervisors, and ensures regulatory and payroll compliance across University systems. The position has responsibility for:
Field Education Required Assignments
- Provide operational leadership for the Field Education Program's required academic components, overseeing processes from registration through evaluation and grading (an average of 65+ and up to 85 during academic year, and an average of 60 summer, Field Education placements). Review and approve field education documentation, including student-initiated applications, placement contracts, affidavits, learning agreements, and mid-year and final evaluations.
- Oversee student registration and tracking systems in my.harvard to ensure accuracy, compliance, and degree progress; provide functional oversight and workflow coordination for processes carried out by the staff assistant and department administrator related to data entry, documentation, and student progress tracking (applications, contracts, agreements, and evaluations).
- Apply knowledge of field education program requirements, academic standards, and placement processes to monitor student progress for proactive follow-up to ensure compliance and readiness for evaluation.
- Share responsibility with Assistant Dean for the evaluation and grading of all incoming field education assignments in Canvas and entry of final grades in my.harvard.
Payroll and Work Study
- Provide operational oversight of hiring and weekly payroll processes for field education students, coordinating closely with departmental staff responsible for implementation.
- Ensure proper coordination and reimbursement of Federal Work-Study (FWS), OMS, and BMI funds, and maintain oversight of tracking and reporting practices.
- Oversee compliance with University payroll and FWS regulations, including required documentation (W/S Affidavit, Agency Form, approvers) and I-9 processes in partnership with OMS and University payroll offices using PeopleSoft.
- Independently resolve complex payroll, funding, and compliance matters in coordination with University and School partners, including the HDS Payroll Manager and SEO Manager.
- Develop and deliver training for students and supervisors on payroll reporting, time entry, and policy compliance.
Job-Specific Responsibilities:
Compensation & Compliance Training
- Design and deliver Compensation Training Session for students and supervisors.
- Assist with International Student Compensation Training Session; including coaching students through the process and ensuring all paperwork is accurate for Harvard International Office.
Supervisors and Supervisory Training Course
- Assist the Assistant Dean for Ministry Studies and Field Education with Supervisory Training Course, including content of course, emails to potential supervisors, and updating the course website.
- Respond to inquiries and meet with potential site supervisors to share general information about the Program and things to consider as a future HDS accredited site.
- Assist with Supervisor Course Info Session and Compensation approval training.
- Coordinate, in partnership with OMS colleagues, beginning and end-of-year on-campus convenings for the Supervisor Training cohort.
Student Advising
- Serve as a primary programmatic advisor, exercising discretion in complex student, site, and placement situations.
- 1:1 advising and counseling students regarding their field placements and their educational and vocational goals, helping them secure a placement that is viable but significant to meet educational requirements.
- Design and implement programming to engage students in the Field Education Program.
- Conduct academic year and summer site visits to support student learning and integration of fieldwork with classroom coursework.
- Coach students through site selection, supervisor interviews, assignment completion, and conflict resolution.
- Engage difficult conversations when conflict arises.
- Maintain regular communication with students and monitor feedback mechanisms to provide timely support.
Projects
- Contribute to policy development and assist with editing and publication of the Field Education Handbook.
- Contribute to program communications, including the Field Education newsletter.
- Conceive and develop digital resource materials for field education students on the OMS intranet.
- Partner with the Assistant Dean to assess program effectiveness and implement strategic improvements to student and supervisor experience.
Other
- Plan calendar for academic year and summer terms.
- Assist with interviewing new staff and work-study students.
- Update and maintain information on the field education website.
- Create and revise resources and materials for field ed students in completing assignments.
Basic Qualifications:
- Bachelor's degree.
- Minimum of five years of progressively responsible programmatic or administrative experience, preferably in an academic environment.
- Demonstrated experience in counseling, advising, or vocational discernment within an educational, ministry, or comparable setting.
- Candidates wishing to be considered must supply a cover letter in addition to a resume.
Additional Qualifications:
- Master's degree required; MDiv preferred.
- Advanced systems-thinking skills and ability to manage complex academic and compliance processes.
- Strong supervisory and operational leadership experience.
- Excellent professional communication skills, particularly in complex or sensitive situations.
- Familiarity with multiple faith traditions and ability to engage across religious differences.
- Strong data management and organizational skills.
- Proficiency with enterprise systems (e.g., Canvas, Qualtrics, Excel, PeopleSoft, my.harvard).
- *IMPORTANT NOTE: Your cover letter and resume should be combined into a SINGLE DOCUMENT under the resume tab. Cover letters are required for every position at Harvard Divinity School. We regret that the Harvard Divinity School does not provide Visa sponsorship.*
- 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, Education
Salary Grade and Ranges
This position is salary grade level 057. Please visitHarvard's Salary Rangesto 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.
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 057. 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.
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