Assistant Director for Field Education

Company Description

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 Description

Job Summary:

The Assistant Director for Field Education reports to and works in collaboration and consultation with the Assistant Dean for Ministry Studies and Field Education to provide operational leadership and manage core academic and administrative processes for the Field Education Program. The position has responsibility for:

Job-Specific Responsibilities:

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).
• Create and manage Qualtrics forms for field ed assignments.
• Review and approve incoming field education assignments (student-initiated applications, placement contracts, affidavits, learning agreements, mid-year evaluations, and final evaluations).
• Supervise registration in my.harvard, ensures accuracy of data entry for effective tracking of degree credit, which includes advising and directing the work of the staff assistant and department administrator on various stages of the process.
• 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.
• Maintain and oversee tracking systems documenting student progress and completion of required field education assignments (student-initiated applications, placement contracts, affidavits, learning agreements, mid-year evaluations, final evaluations).

Payroll and Work Study

• Oversee hiring process for field ed students using work-study funds, OMS, or BMI funds, including coordination with HDS Financial Aid Office, HDS HR (Payroll Manager), Student Employment Office, and Harvard International Office.
• Complete weekly payroll approval for students using work-study funds, OMS funds, or sites who choose to reimburse Harvard and coordinate with multiple offices and stakeholders (students, supervisors, HU SEO office, HDS Financial Aid, Payroll departments) when needed. This includes managing the Federal Work Study funds process with multiple stakeholders across HDS and the University.
• Independently resolve complex payroll and compliance issues in coordination with University and School partners, including the HDS Payroll Manager and SEO Manager.
• Oversee compliance for use of FWS funds forms to be completed by site supervisors and students (W/S Affidavit, Agency Form, Primary and Secondary Approvers).
• Ensure students are complying with I-9 process with OMS and I-9 office for online hiring of students in PeopleSoft, the University payroll system. Train students to report and enter time and provide ongoing guidance/communications to students to ensure compliance with local and University payroll policies.
• Train supervisors with weekly payroll approval.

Compensation & Compliance Training

• Design and deliver Compensation Training Session.
• 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 with Supervisory Training Course, including content for 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 beginning and end of year gathering for Supervisor Training cohort to gather on campus.

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.
• Plan and implement creative programming to engage students in field education.
• Coordinate AY/Summer term site visits to support student learning and integration of field work with classroom work.
• Send and respond to weekly surveys for student feedback and call for support from field ed staff.
• Coach students before and during field ed experience with site discernment, interviews with supervisors, issues with site, field ed assignments, etc.
• Engage in difficult conversations when conflict arises.
• Maintain communication with students throughout term to best support them in their field ed placements.

Projects:

• Assist in the development of policy, editing, and oversight of publication of the Field Education handbook.
• Contribute to Field Ed newsletter.
• Conceive, design, and create resource videos for field ed students on the OMS intranet page.
• Partners with the Assistant Dean for Ministry Studies on thinking critically about how the program functions and how to make improvements to the student and site supervisors’ experience in the field ed program.
• Implement new strategies as outlined above with Assistant Dean for Ministry Studies.

Other

• Plan calendar for academic year and summer terms.
• Assist with interviewing new staff and work-study students.
• Coordinate Meaning Making (MM) classes with the Registrar’s Office (classrooms, dates, times) in conjunction with MM instructors’ schedules.
• Create and send out MM surveys to students to arrange yearlong schedules for 80+ students during academic year.
• Update and maintain information on the field education website.
• Create and revise resources and materials for field ed students in completing assignments.
• Other duties as assigned.

Working Conditions:

This position is based in Cambridge and requires an on-campus presence. A hybrid schedule, involving some remote work, may be possible after three months, subject to business needs and manager review/approval. HDS may adjust flex schedules as necessary or appropriate. Harvard has an established Flexwork Policy.

Qualifications

Basic Qualifications:

• Five years of program or administrative experience, preferably in an academic environment.
• Bachelor’s degree.
• Candidates wishing to be considered must supply a cover letter in addition to a resume.

Additional Qualifications:

• Master’s degree, MDiv preferred.
• Advanced systems thinking skills, with the ability to manage complex academic, payroll, and compliance processes across multiple stakeholders.
• Excellent counseling, advising, and professional communication skills, including the ability to navigate complex or sensitive situations.
• Familiarity with multiple faith traditions and the ability to engage thoughtfully across religious differences.
• Ability to work effectively in a collaborative academic community with individuals from varied backgrounds and perspectives.
• Strong data management and organizational skills, including oversight of academic records and compliance documentation.
• Proficiency with enterprise systems and tools supporting academic and program administration (e.g., Canvas, Qualtrics, Excel, University systems).

*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.*

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, Education.

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.

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.