Job Description
Position Description
The Offices of Student Affairs (OSA), working with Program in Medical Education (PME) leadership, serve as a resource in promoting the individual and professional growth and development of Harvard medical students. OSA includes the Offices of Student Affairs, Recruitment and Multicultural Affairs (ORMA) and Learning Resources and Support (OLRS) and the Academic Societies, and engages with the MD student body across all years to enhance or address aspects of the entire student experience, including education, student life, wellbeing, career planning and diversity and inclusion. The offices organize major events, such as Orientation, Match Day and Class Day, class meetings, career advising workshops, and other events throughout the tenure of students at HMS. OSA oversees career advising and the residency match process for HMS students and is the center for access to the Electronic Residency Application System (ERAS). Support for the recruitment of under-represented and LGBT students and their career development at HMS is another vital function. Organizational support is provided to the Student Council and its nearly 50 affiliated student groups.
Reporting directly to the Assistant Director of Student Affairs and indirectly to the Peabody and Castle Society Advisory Deans, the Society Program Coordinator's responsibilities are as follows:
Academic and Student Support
Event Planning
Reporting directly to the Assistant Director of Student Affairs and indirectly to the Peabody and Castle Society Advisory Deans, the Society Program Coordinator's responsibilities are as follows:
Academic and Student Support
- Serves as first line of contact for Peabody and Castle Society students, including HSDM first year students, during work hours; triages students’ academic and personal issues to appropriate faculty member or student support office [e.g., Advisory Deans, Registrar, Office of Learning Resources and Support (OLRS), Scholars in Medicine Office, etc.] Acts as the primary contact for students reaching out to their societies via email or in person.
- Assists with the management of Peabody and Castle Society student records and tracking of student information.
- Monitors student attendance in core courses and alerts Society Advisory Deans and Advisors when warranted.
- Occasional writing, editing and/or proof-reading of letters of recommendation with faculty assistance.
- Ensures that students meet with their society advisor as per schedule.
- In conjunction with OSA, develops schedule of society related events and meetings.
- Schedules appointments and regular advising meetings in coordination with advisors.
- Staffs Peabody & Castle Society advisory deans’ meetings; prepares agendas and minutes and follows up as required.
- Provide support to the MSPE process and regularly communicating with students in the residency application process.
Event Planning
- Provide overall support to OSA initiatives including event support, student communications and well-being and career advising initiatives.
- Organizes Peabody and Castle Society events, including the Society White Coat Lunch and Ceremony, graduation and social events, etc.
- Works with staff of the other HMS Academic Societies on cross-society initiatives, including ITP Week (orientation), Societies’ graduation reception, Societies’ holiday party, Society Olympics, Match, Class Meetings etc., and covers for staff in other societies and student support offices as needed during vacations and unanticipated absences.
- Works with other departments within the Offices of Student Affairs on major student events, including ITP Week (orientation), Match Day, Class Day (graduation) and Revisit, and assistance with some evening events.
Administration
- Receives, refers, follows-up on mail, telephone calls, voicemail, email messages.
- Provides staff support as needed to the Peabody and Castle Society Advisory Deans, which includes scheduling meetings.
- Attends weekly staff meetings with Director of Student Affairs and staff of other Societies and Student Affairs staff for communication and discussion of issues and activities in common.
- Provides support with the management of the OSA website.
Basic Qualifications
- Three or more years of administrative experience and demonstrated success in an academic or related environment, ideally in medical or dental education or higher education, including direct interaction with faculty, and students, preferably students at the graduate level of education. Education beyond high school may count toward years of experience.
Additional Qualifications and Skills
- Bachelor's degree preferred.
- Experience at Harvard a plus.
- Requires strong organizational and interpersonal skills; ability to work independently as well as part of a team, excellent oral and written communication skills.
- Requires ability to handle confidential material and multiple tasks in a high-traffic environment working with students.
- Requires ability to manage a budget.
- Solid working knowledge of office processes and of related computer software including Excel and PowerPoint and electronic communications required.
Additional Information
This is a term position with an end date of 5/31/2024, with the possibility of extension, contingent upon work performance and continued funding to support the position.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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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 Valueshttps://hms.harvard.edu/about-hms/campus-culture/mission-community-values-diversity-statement
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.Harvard Medical School strives to cultivate an environment that promotes inclusiveness and collaboration among students, faculty and staff and to create new avenues for discussion that will advance our shared mission to improve the health of people throughout the world.
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