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Research Scholar Coordinator
Harvard University in Cambridge, Massachusetts
Date Posted 01/07/2022
Admin-Laboratory and Research
Employment Type
Application Deadline Open until filled


Faculty of Arts and Sciences


Job Summary

The Research Scholar Coordinator reports to the Associate Director of Academic Affairs. As a member of the Department of Chemistry and Chemical Biology’s Director’s office team, is responsible for coordinating research appointments and acting as the primary administrative support system for postdoctoral fellows. This position will serve as the main source and processing lead for visa appointments and for liaising with HIO.

Job-Specific Responsibilities

Postdoctoral Program Management:
Policies and Procedures:
 Serves as primary source of information on all aspects of the research appointment process for 190+ non-faculty appointments in CCB (postdoctoral, associate and visitingappointments). Advises on postdoctoral benefits and policies. Directs prospective scholars to appropriate University offices and resources as needed. Salary Analysis: Prepares comparative analyses on compensation structure for academic appointees and makes recommendations for changes as needed.

International Scholars/Dept Visa Processing: Primary Responsibility for CCB’s visa process. Serves as subject matter expert on VISA and international appointments. Process application paperwork and worksdirectly with PI and international scholar. Resolves visa issues and acts as departmental liaison to the Harvard International Office (HIO). In consultation with HIO recommends appropriate academic appointment for prospective scholars.

Appointment Processing and Human Resources: Enters and updates appointment data into AURORA and coordinates and cross-checks funding sources with sponsored portfolio managers. Completes all I9 and new hire paperwork for postdoctoral fellows and research scholars. Establishes standardized offer letters and communication templates, procedures, and protocols. Works closely with faculty in coordinating searches, drafting job vacancy announcements and position descriptions, and posting of jobs to ensure diversity recruitment. Coordinates access to CCB   buildings and offices for the postdoc population.

Orientation and Advising: Responsible for creation of a robust departmental research orientation program from scratch. Will establish community by-in, research effective programs in peer departments, write policy,and then work to embed this new program in our community to sustain it. Will annually update and review process/policy to maintain compliance and train new scholars. Coordinates various postdoc activities. Responsible for creating and maintaining a postdoc mentoring program, with faculty support.

Finances: Responsible for payroll for non-faculty research appointments. Reviews and reconciles monthly payroll register. Working with the CCB Finance Team’s Sponsored Fellowship Coordinator, works closely with the Office of Sponsored Programs (OSP), RAS, CCB OFARA, foundations and federal sponsors in gathering and disseminating information on funding sources for postdocs.

Communications: Updates and maintains the postdoc components of record keeping/website and provides regular and ad hoc reports and analysis as required. Produces relevant content for postdoctoral affairs for inclusion in department website, maintains job bulletin board. Works closely with the Office for Faculty Affairs, faculty, lab administrators and finance personnel.

Basic Qualifications

Five years administrative experience in academic and/or research environment. Education may count towards experience.

Additional Qualifications and Skills

 Direct experience working with payroll; and navigating VISA processing or international appointments.

Working Conditions

Consistent with the new federal guidance, all Harvard employees must be fully vaccinated. Individuals may submit a request for exemption from the vaccine requirement for medical or religious reasons. More information regarding the University’s COVID vaccination requirement and exemptions may be found at the University’s “COVID-19 Vaccine Information” webpage: http://www.harvard.edu/coronavirus/covid-19-vaccine-information/ .

Job Function

General Administration


USA - MA - Cambridge

Job Code

405013 Administrator (N)


Chemistry and Chemical Biology


55 - Hvd Union Cler & Tech Workers

Pre-Employment Screening



35 hours per week

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.

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.

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