Administrative Coordinator – Harvard University – Boston, MA

Job title: Administrative Coordinator

Company: Harvard University

Job description: Job Code403040 Coordinator IISub-Unit055Time StatusFull-timeUnion55 – Hvd Union Cler & Tech WorkersBasic Qualifications4 or more years of experience. Higher education may count towards experience.Additional Qualifications and Skills

  • Bachelor’s Degree preferred.
  • Strong customer orientation and ability to multi-task in a team-oriented environment.
  • Proficiency using a variety of computer software and systems.
  • Excellent organizational skills with 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.
  • Experience with Visio and PeopleSoft is a plus.
  • Experience in HR administration is preferred.

Additional InformationThe 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.Not ready to apply? to keep in touch and learn about future opportunities! ( ?formID=16341e35-cbc6-4904-88a3-09b35763307e)DepartmentExternal EducationPre-Employment ScreeningCriminal, IdentitySchedule40 hrs. per week | Monday – Friday | 8:00 am – 5:00 pm
May be expected to work occasional overtime.Job FunctionGeneral AdministrationPosition DescriptionThe Office for External Education provides health care professionals, corporations, and lay audiences with broad access to Harvard Medical School’s peerless and constantly expanding body of medical knowledge. Our educational offerings are created in collaboration with members of the School’s almost 12,000-member faculty and reflect firsthand, expert clinical insights based on breakthrough research and best practices. Our portfolio of innovative medical education opportunities is available to learners around the world and includes live in-person programs, hybrid courses, self-paced online learning, digital products, educational webinars, podcasts, and printed materials.The Administration Coordinator provides support for Harvard Medical School’s Office for External Education (OEE). OEE is a highly complex and entrepreneurial department within HMS, that is a rapidly growing organization with over 350 staff we support, and revenues approaching $100M. This position fulfills a key role for OEE.Reporting to the Administration Manager, the Administration Coordinator is responsible for a broad range of Administration services, including the preparation and management of employee life-cycle processes. This position identifies and implements efficient and effective processes as they relate to core duties, in support of a growing, inclusive, and scalable organization.

  • Supports the administration and implementation of employee life-cycle processes for over 350 staff; including onboarding, offboarding, HR-related requests, and system accesses. This includes being knowledgeable on complex administration processes for submitting hiring requests in PeopleSoft with required documentation, managing system access and email accounts, and preparing payment forms for staff.
  • Manages Administration’s centralized inbox responding to, addressing and resolving, a variety of time sensitive requests that range in degrees of complexity. Provides timely resolution and transparency with staff and faculty.
  • Works with the Administration Manager and OEE staff to implement efficient and centralized processes for OEE administrative related tasks, while updating internal documentation on processes.
  • Helps support compliance with department, HMS and University hiring and administrative policies for a wide range of faculty and employment categories.
  • Coordinates and leads the OEE Co-op Program and provides support and guidance to Co-ops and managers.
  • Ensures data integrity and updates employee records and job data information in a timely manner. This includes submitting job data change forms in PeopleSoft, updating and maintaining internal organizational charts, updating time and absence groups, and preparing communication to stakeholders including pulling a variety of reports.
  • Performs other tasks as needed.
  • May be expected to work occasional overtime.

School/UnitHarvard Medical SchoolCommitment to Equity, Diversity, Inclusion, and BelongingWe 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.BenefitsWe invite you to visit Harvard’s Total Rewards website ( ) to learn more about our outstanding benefits package, which may include:

  • Paid Time Off: 3-4 weeks of accrued vacation time per year (3 weeks for support staff and 4 weeks for administrative/professional staff), 12 accrued sick days per year, 12.5 holidays plus a Winter Recess in December/January, 3 personal days per year (prorated based on date of hire), and up to 12 weeks of paid leave for new parents who are primary care givers.
  • Health and Welfare: Comprehensive medical, dental, and vision benefits, disability and life insurance programs, along with voluntary benefits. Most coverage begins as of your start date.
  • Work/Life and Wellness: Child and elder/adult care resources including on campus childcare centers, Employee Assistance Program, and wellness programs related to stress management, nutrition, meditation, and more.
  • Retirement: University-funded retirement plan with contributions from 5% to 15% of eligible compensation, based on age and earnings with full vesting after 3 years of service.
  • Tuition Assistance Program: Competitive program including $40 per class at the Harvard Extension School and reduced tuition through other participating Harvard graduate schools.
  • Tuition Reimbursement: Program that provides 75% to 90% reimbursement up to $5,250 per calendar year for eligible courses taken at other accredited institutions.
  • Professional Development: Programs and classes at little or no cost, including through the Harvard Center for Workplace Development and LinkedIn Learning.
  • Commuting and Transportation: Various commuter options handled through the Parking Office, including discounted parking, half-priced public transportation passes and pre-tax transit passes, biking benefits, and more.
  • Harvard Facilities Access, Discounts and Perks: Access to Harvard athletic and fitness facilities, libraries, campus events, credit union, and more, as well as discounts to various types of services (legal, financial, etc.) and cultural and leisure activities throughout metro-Boston.

Work FormatRemoteLinkedIn Recruiter Tag (for internal use only)#LI-WG1Work Format DetailsThis position is based in Boston, but the work may be done 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.

Expected salary:

Location: Boston, MA

Job date: Sun, 05 May 2024 07:12:08 GMT

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