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Harvard University Sr. Administrative Coordinator in Cambridge, Massachusetts

60600BRAuto req ID:60600BRJob Code:403040 Coordinator II Location:USA - MA - Boston Business Title:Senior Administrative CoordinatorSub-Unit:------------ Salary Grade (https://hr.harvard.edu/salary-ranges#ranges) :055Time Status:Full-time Union:55 - Hvd Union Cler & Tech Workers Basic Qualifications:4 or more years of experience. Higher education may count towards experience.

Additional Qualifications and Skills:

  • Bachelor's Degree preferred

  • Excellent organizational skills with the ability to prioritize work in an environment with multiple and conflicting interests

  • Excellent interpersonal, analytical, and communication skills

  • Detail-oriented, strong written and verbal communication skills

  • Ability to handle complex and confidential information with discretion

  • Ability to work independently with minimal supervision

  • Proficiency using a variety of computer software and systems

  • Proven project and/or program management skills

  • Strong customer orientation and ability to multi-task in a team-oriented environment

Additional Information:This position is based in Boston, but the work may be done fully or primarily remote. Any remote work must be performed in a state in which Harvard is registered to do business (CA*, CT, GA, IL, MA, MD, ME, NH, NJ, NY, RI, VA, VT, and WA). Individual flexible and remote work options for this role will be discussed during the interview process. *Note: Harvard employees working in California must be exempt.

The University requires all Harvard community members to be fully vaccinated against COVID-19 and remain up to date with COVID-19 vaccine boosters, as detailed in Harvard’s Vaccine & Booster Requirements (https://www.harvard.edu/coronavirus/covid-19-vaccine-information/) . Individuals may claim exemption from the vaccine requirement for medical or religious reasons. More information regarding the University’s COVID vaccination requirement, exemptions, and verification of vaccination status may be found at the University’s “COVID-19 Vaccine Information” webpage: http://www.harvard.edu/coronavirus/covid-19-vaccine-information/.

Please note that we are currently conducting a majority of interviews and onboarding remotely and virtually. We appreciate your understanding.

Harvard University offers an outstanding benefits package including:

  • Time Off: 3 - 4 weeks paid vacation, paid holiday break, 12 paid sick days, 12.5 paid holidays, and 3 paid personal days per year.

  • Medical/Dental/Vision: We offer a variety of excellent medical plans, dental & vision plans, all coverage begins as of your start date.

  • Retirement: University-funded retirement plan with full vesting after 3 years of service.

  • Tuition Assistance Program: Competitive tuition assistance program, incredibly affordable classes directly at the Harvard Extension School, and discounted options through participating Harvard grad schools.

  • Transportation: Harvard offers a 50% discounted MBTA pass as well as additional options to assist employees in their daily commute.

  • Wellness options: Harvard offers programs and classes at little or no cost, including stress management, massages, nutrition, meditation, and complementary health services.

  • Harvard access to athletic facilities, libraries, campus events, and many discounts throughout metro Boston.

The Harvard Medical School is not able to provide visa sponsorship for this position.Department:External EducationPre-Employment Screening:Criminal, IdentitySchedule:40 hrs. per week | Monday - Friday | 8:00 am - 5:00 pmJob Function:General Administration Position Description:Duties & Responsibilities

The Sr. Administrative Coordinator provides support for Harvard Medical School’s Office for External Education (OEE). This position fulfills a key role for OEE, which is an $80M+, rapidly growing, highly complex, high profile, and entrepreneurial department within HMS.

Reporting to the Associate Director, Finance & Administration, the Sr. Administrative Coordinator is responsible for HRIS and employee life-cycle administration and communications across OEE. This position identifies and implements efficient and effective processes as they relate to core duties, in support of a growing, inclusive, and scalable organization.

Human Resources

  • Identifies, develops, and implements efficient and centralized processes for OEE employee life cycle and HR-related transactions

  • Manages administrative onboarding of all new employees and Harvard Sponsored Roles (HSR), ensuring access requirements, materials, and equipment needs are fulfilled

  • Manages hiring processing for student and temporary (faculty and non-faculty) staff through Peoplesoft, which entails:

  • Working with OEE business units to fulfill their requests in a timely manner

  • Ensuring open communication and collaboration with units

  • Managing work verification process through University systems to ensure compliance is met (Equifax/I9)

  • Creates and submits hiring actions/job data and costing changes for all OEE staff and faculty as requested by units

  • Coordinates and leads Co-op/Intern program providing talent resources for OEE and a professional/practical business opportunity for participants. Details include:

  • Serves as primary contact for sponsoring university programs

  • Coordinates and communicates co-op hiring process across OEE

  • Coordinates and leads Co-op meetings providing training, development and team building for participants

  • Oversees and trains on office-wide projects that all co-op interns are responsible for

  • Serves as primary contact for payroll-related questions, supporting employees across the organization

  • Provides logistical support for on/off-boarding staff, including equipment, space, and access

  • Coordinates and oversees OEE-orientation for new employees as a means of engaging staff in OEE, its people, and processes; Assists in the development of the orientation program

  • Coordinates, schedules and supports OEE-wide professional development trainings, examples may include topics around performance management, goal setting, and other programs supported by HLC-HR Office

OEE Administration and Communications

  • Develops, coordinates, and publishes communications within the Office for External Education including:

  • Coordinating and generating communication tools such as listservs, shared calendars, and files across OEE

  • Organizing and publishing regular employee communications (CET Note, leadership communications, People on the Move, etc.)

  • Managing and updating OEE Sharepoint Site for HR and related updates

  • Manages and leads OEE-focused team initiatives including Community Engagement Team and other OEE-wide activities

  • Coordinates and leads Community Engagement Team, supporting an engaging and inclusive culture within OEE. Details include:

  • Ensuring regular activity and presence from CET throughout the year

  • Creating and managing meeting agendas

  • Keeping the group on task

  • Recruiting and coordinating unit representation and rotating meeting leads

  • May supervise Co-op intern or LHT.

  • Ability to work occasional overtime required.

School/Unit:Harvard Medical School 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.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 Values (https://hms.harvard.edu/about-hms/campus-culture/mission-statement-community-values)