HR & Special Projects Assistant

Harvard University

1mo ago

Job
Full-time
Mid Level
Customer Relations
People, HR & Administration
Cambridge

AI generated summary

You need 3+ years admin experience, MS Office proficiency, strong interpersonal skills, and ability to handle confidential info. Non-profit, HR experience preferred; must work independently and in a team.
You will support recruitment, manage training logistics, handle onboarding/offboarding, oversee communications, maintain calendars, and assist with special projects and events.

Requirements

Three or more years of administrative experience in an office environment. Education beyond high school may count toward experience.
Facility with Microsoft Office Suite (Outlook, Word, PowerPoint), electronic communications tools such as Zoom, Teams, and polling systems, and Constant Contact or similar web-based communication tools.
Strong interpersonal skills and demonstrated experience working with people from a variety of backgrounds.
Ability to handle complex and confidential information with discretion.
Strong organizational skills and a capacity to manage and prioritize competing tasks.
Experience in the non-profit, education, or museum sector preferred.
Experience working with HR and payroll systems preferred.
Must be able to work independently and as part of a team.
Repetitive motions (typing).
Lifting and carrying office and event supplies.
This primarily on-site position will be based in Cambridge, MA, and requires occasional weekend and evening assignments.

Responsibilities

Support all administrative steps of the FAS hiring process
In coordination with the FAS HR Recruiter(s), advise hiring managers on the recruitment process and best practices for inclusive and equitable searches
Follow FAS procedures for developing and posting approved job postings
Manage posting to external job boards and museum-specific job boards to attract a diverse candidate pool
Manage applicants’ status in the University’s recruitment database
Schedule interviews for hiring managers and interview teams
Lead the organizational aspects of the job offer and employee onboarding processes and, as needed, off-boarding procedures for departing staff members.
Support administrative processes for staff training, professional development, and community-building activities
Coordinate all logistics for staff professional development and team-building activities, including “all-staff” meetings and training events, departmental presentations, and social events. This includes but is not limited to scheduling, room booking, arranging catering, facilities, and custodial requests, distributing pre-meeting materials, hybrid meeting setup using Zoom, taking meeting minutes, and distributing minutes and other post-meeting materials.
Represent HMSC on internal committees, working groups, and other committees for collaborative events with partner museums as needed
Maintain institutional memberships with field-specific national organizations (AAM, NEMA, ASTC, etc.)
Supports HMSC’s internal communications
Produce and distribute a weekly internal e-newsletter using information from HMSC staff and the HMSC-wide Outlook calendar
Monitor the HMSC-wide Outlook calendar for conflicts and resolve with designated calendar keepers as needed.
Add Administration-based events to the HMSC-wide Outlook calendar
Maintain a calendar of upcoming HR-related transactions and draft communications with staff. Examples of communications include timelines and instructions for performance management, salary increases and associated letters, use of earned paid time off, and benefits updates.
Maintain positions in the University’s personnel management systems
Track all temporary and student worker appointments to ensure position end dates are accurate
Contact supervisors to determine the need for extensions and/or terminations
Process actions in the FAS HR system to align appointments with departmental needs
Update personnel information in the FAS HR system to reflect changes in title, salary, etc.
Support special administration and HMSC-wide projects
Maintain HMSC policy documentation and other relevant resources in the central repository
Participate in survey development, distribution, and analysis, as assigned by the Director of Administration and Executive Director
Serve as administrative contact and coordinator for HMSC’s youth protection registrations for summer programming
Provide pre-event organizational and day-of support for HMSC’s signature events and festivals

FAQs

What is the primary location of this position?

This position is primarily on-site, based in Cambridge, MA.

What are the working hours for this role?

The working hours for this position are Monday to Friday, from 9 AM to 5 PM.

Is experience in the non-profit or museum sector preferred for this role?

Yes, experience in the non-profit, education, or museum sector is preferred.

Does this position offer paid time off?

Yes, the position offers 3-4 weeks of accrued vacation time per year, in addition to sick days, holidays, and personal days.

Are there opportunities for professional development in this role?

Yes, there are programs and classes available for professional development, often at little or no cost, including options through the Harvard Center for Workplace Development.

Is prior experience with HR and payroll systems required?

While experience with HR and payroll systems is preferred, it is not strictly required.

Will this role involve support for community-building activities?

Yes, this role includes coordinating logistics for staff professional development and team-building activities.

What is the salary grade for this position?

The salary grade for this position is 053.

Will this position require any background checks?

Yes, this position is subject to criminal, identity, and education background checks.

Are there any physical requirements for this position?

Yes, the physical requirements include repetitive motions (typing) and lifting and carrying office and event supplies.

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.