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鈥檚 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.