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Administrative Coordinator

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Harvard University

13d ago

  • Job
    Full-time
    Mid Level
  • People, HR & Administration
    Business, Operations & Strategy
  • Boston

AI generated summary

  • You need 4+ years of experience, a college degree preferred, strong organizational and communication skills, project management ability, and proficiency in MS Office and online tools.
  • You will manage onboarding/off-boarding, visas, and job postings, oversee support staff, ensure payroll accuracy, and collaborate with finance and HR on compliance and project management tasks.

Requirements

  • 4 or more years of experience. Higher education may count towards experience.
  • College degree strongly preferred, or an equivalent of education plus relevant business experience.
  • Excellent organizational skills with particular ability to prioritize, work in an environment with multiple and conflicting interests.
  • Proven project and/or program management skills.
  • Excellent interpersonal and communication skills.
  • Ability to work independently with minimal supervision.
  • Ability to handle complex and confidential information with discretion.
  • Competency using a variety of computer software.
  • Able to work as an office team member to facilitate the administration of the department.
  • Excellent organizational skills, flexibility, initiative and attention to detail and follow-through.
  • Able to interact pleasantly and professionally with faculty, students, postdocs, staff and department visitors.
  • Able to handle multiple projects simultaneously and work effectively under pressure, with hard deadlines and changing priorities.
  • Excellent word processing/computer skills (Word, Outlook, excel, PowerPoint) as well as online services such as Facebook, Google spreadsheets, Doodle calendars, etc.
  • The successful candidate will be personable, have a can-do attitude and a good sense of humor.

Responsibilities

  • - Coordinates all onboarding and off-boarding, visas, job letters for the Department of Immunology.
  • - Serves as the "face" of the department as people enter the department administrative office.
  • - Works on the development and posting of job positions.
  • - Oversees work of support staff, students and/or casuals; trains, schedules and distributes work to students, casuals, and non-overtime-eligible employees.
  • - Prepares and manages all visa material, being the department’s primary liaison with the Harvard International Office and providing information to international scholars on the nature of the required paperwork.
  • - Partners with finance office to draft offer letters, ensure grants assignments, and other financial salary aspects of onboarding.
  • - Independently responsible for forecasting, facilitating, tracking, and reporting on the arrivals, changes to work responsibilities, and departures of personnel in the Immunology Department; academic appointments, staff, Postdocs, visiting scholars, Graduate Students, research collaborators, and interns.
  • - Works with a high level of independence and decision-making authority, partnering with the Immunology Finance and Admin Team, Lab & Research Operations, HMS HR, HIO, affiliate hospitals, and ARC group, among other HU departments, to ensure the department complies with financial and human resources policies, visa guidelines, and lab safety.
  • - Acts as a backup for AP coordinator on various financial tasks including, but not limited to, Purchasing Cards, reimbursements, Corporate Cards, B2P access requests, service center chargebacks, core billing, and resolution of A/P issues and invoice discrepancies.
  • - Assists finance team with miscellaneous service requests by faculty members as needed.
  • - Takes on project management responsibilities as needed.
  • - Reviews payroll so that employees are paid correctly and on time and receive funding at the proper allocations as advised by the Finance Team.
  • - Completes all costing/effort changes within PeopleSoft or through other HU departments.

FAQs

What is the job title for this position?

The job title for this position is Administrative Coordinator II.

Who will the Administrative Coordinator report to?

The Administrative Coordinator will report to the Director of Finance in the Department of Immunology.

What are the primary responsibilities of the Administrative Coordinator II?

The primary responsibilities include coordinating onboarding and off-boarding, visa management, job postings, oversight of support staff, preparing payroll, and assisting with financial tasks.

What qualifications are required for this role?

A minimum of 4 years of experience is required, and a college degree is strongly preferred or an equivalent education plus relevant business experience.

What skills are necessary for success in this position?

Necessary skills include excellent organizational abilities, project management skills, communication skills, the ability to handle confidential information, and proficiency in various computer software.

Does this position involve handling confidential information?

Yes, the Administrative Coordinator II must be able to handle complex and confidential information with discretion.

Is there a specific location where the work must be performed?

Yes, this is a hybrid position based in Massachusetts, and all remote work must be conducted within one of the Harvard Registered Payroll States.

What are the working hours for this position?

The working hours are 35 hours per week, from Monday to Friday, 9:00 am to 5:00 pm.

Is there an opportunity for professional development in this role?

Yes, the position includes opportunities for professional development, including programs and classes at little or no cost.

Will the position provide benefits?

Yes, the Administrative Coordinator II role includes an outstanding benefits package that encompasses paid time off, health and welfare benefits, retirement plans, and various other perks.

Is visa sponsorship available for this position?

No, the Harvard Medical School is not able to provide visa sponsorship for this position.

What kind of team dynamics are expected in this role?

The successful candidate should be able to work independently with minimal supervision while also interacting pleasantly and professionally with faculty, students, postdocs, and department visitors.

Are there any specific responsibilities related to payroll management in this job?

Yes, the Administrative Coordinator will review payroll to ensure employees are paid correctly and on time, as well as manage costing and effort changes within PeopleSoft or other HU departments.

How does the university approach equity, diversity, inclusion, and belonging?

Harvard University is committed to cultivating an inclusive workplace culture that values diversity in backgrounds, styles, abilities, and motivations, leveraging the insights and ideas of all individuals.

Harvard University

https://hr.harvard.edu/search-jobs

Education
Industry
1636
Founded Year

Mission & Purpose

Harvard University is a prestigious educational institution that provides undergraduate, graduate, and professional education across a wide range of disciplines. Their ultimate mission is to advance knowledge, foster intellectual growth, and prepare leaders who will make a difference globally. Harvard's purpose is to create an environment of academic excellence, encouraging innovation, critical thinking, and research that addresses complex challenges, while also promoting inclusive and diverse perspectives within their community.