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Administrative Coordinator

External
Harvarduniversity logoHarvarduniversity · Boston, MA
Full-timeOn-site2w ago
ComplianceDocumentationLeadershipPayroll
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Requirements

  • Three of more years of related experience. Education beyond high school may count towards experience.
  • Additional Qualifications and Skills:
  • College degree preferred.
  • Organizational skills with particular ability to prioritize work in an environment with multiple and conflicting interests.
  • Excellent interpersonal and communication skills.
  • Self-starter with proven ability to take initiative and be highly productive.
  • Willingness to perform tasks outside primary job description as necessary in support of colleagues and departmental researchers.
  • Ability to handle complex and confidential information with discretion.
  • Competency using a variety of computer software.
  • Position requires advanced knowledge of word processing, spreadsheets, and/or databases.
  • Standard Hours/Schedule: 35 hours per week | Monday - Friday | 9:00 am - 5:00 pm
  • Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position.
  • Pre-Employment Screening: Identity
  • Staying Informed About Your Application: Due to the high volume of applications, we may not always be able to reach out right away, but you can track your status anytime through the Careers@Harvard portal.
  • #LI-KM2
  • Work Format Details
  • Salary Grade and Ranges
  • This position is salary grade level 054. 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 leaveMedical, dental, and vision health insurance coverage starting on day oneRetirement plans with university contributionsWellbeing and mental health resourcesSupport for families and caregiversProfessional development opportunities including tuition assistance and reimbursementCommuter benefits, discounts and campus perksLearn more about these and additional benefits on our Benefits & Wellbeing Page .EEO/Non-Discrimination Commitment StatementHarvard 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 characteristHealth insuranceDental insuranceVision insuranceParental leave

Additional Information

1. Administrative and HR Support Processes new hires and terminations in PeopleSoft (PS). Collects and uploads required documentation (I-9s, IDS forms, visas, IC certification forms, etc.). Initiates online forms (e.g., APEX, Fieldglass) and ensures data entry is complete and accurate. Provides back-up to the senior administrative manager as needed. Assists the senior administrative manager and both department's leadership as needed. 2. Onboarding and Offboarding Logistics Tracks checklists for incoming and exiting members. Schedules orientations and ensures completion of required training. Maintain both departments' email listservs. Coordinates ID cards, system access, and return of University property. 3. Reappointments, Tracking and Document Management: Maintains appointment and renewal tracking systems. Assists with communication and document collection for annual renewals. Maintains organized records for personnel, ICs, students, and departmental activities. 4. Timekeeping and Payroll: Approves non-exempt staff time weekly in coordination with unit supervisors. Escalates issues to the Senior Administrative Manager for audit and correction. Supports compliance efforts by ensuring all required forms are filed and accessible for audit. 5. Other Support, As Needed: Assists with planning and executing departmental activities. Coordinates logistics and communication in collaboration with supervisors and other department staff. Serves as department P-Card holder and processes reimbursements (Concur and paper). Enters B2P invoices, vendor requests, check requests, and honoraria payments.

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