Administrative Coordinator

Details

Posted: 14-May-24

Location: USA - MA - Cambridge

Type: Full-time

Salary: Open

Categories:

Administrative/Support
Staff/Administrative

Internal Number: 65184BR

Job Summary

Reporting to the Manager of Staffing and Training, the Administrative Coordinator provides primary financial and HR administrative support to the Harvard College. This role is a one-year term that will serve as a floater to support administrative and financial projects across the College. The expectation is that successful onboarding and performance will qualify the individual in this role to apply and be considered for openings that may become available in permanent administrative positions across the College.

Position Description

Administration: Understands and communicates administrative policies, documents administrative processes, and ensures appropriate record retention for HR and financial files. Supports the maintenance and security of shared electronic files and Sharepoint sites. Maintains and administers list-servs and other relevant community rosters and platforms for department communications. Works closely with College Department Administrators, FAS Finance and FAS HR to communicate guidance, uphold policies, and provide operational support in service to the mission of the College. Supports scheduling of senior leadership calendars. Coordinates meetings and workshops, which may involve managing invitations, room scheduling, ordering food, preparing materials, and planning guest-speaker arrangements.

Human Resources Operations: Supports HR functions including recruitment, resume review, hiring paperwork, and assisting with new staff onboarding. Works with managers and FAS HR to process staff appointments, leaves, transitions, and off-boarding procedures in the HR system. Reviews bi-weekly and weekly payroll and time-off requests.

Financial Operations: Serves as the preparer for financial operations including accounts receivable, accounts payable, journal transactions, and other financial system duties as assigned. Reviews and reconciles department transactions.

Budget Management & Department Support: Assists in generating financial reports to monitor budgets, fund management, and compliance. Serves as a resource to expand understanding of financial management and policies by answering questions, trouble-shooting issues, and identifying training opportunities.

Other: Conducts ad-hoc analysis and special projects as needed.

Basic Qualifications

3 years administrative experience working in an office or academic environment

Additional Qualifications and Skills

• Bachelor's degree a plus
• HR, Finance or higher education experience preferred
• Demonstrated competency using Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Experience with Oracle, Peoplesoft, Harvard Careers and Aurora a plus
• Excellent organizational skills with ability to prioritize work in an environment with multiple and conflicting interests
• Ability to work discretely with complex and confidential student record, HR and financial information is necessary
• Ability to work across teams on a variety of projects and with multiple constituencies
• Proven oral and written interpersonal skills
• Meticulous attention to detail
• Experience working independently, following through, and completing tasks
• An openness to learning and developing new approaches

Physical Requirements

Regular walking and occasional strenuous physical activity in event and meeting support (ex. lifting, material set-up, etc.)

Working Conditions

Office setting, hybrid

Additional Information

Harvard College is a close-knit undergraduate community within Harvard University. With world-class faculty, groundbreaking research opportunities, and a commitment to a diverse environment of bright, talented students, Harvard is more than just a place to get an education—it's where students come to be transformed. The College enrolls over 7000 students and is comprised of 6 major administrative units including the Harvard College Dean's Office, the Dean of Students Office, the Office of Undergraduate Education, the Office for the Arts, the Office of Student Services, and the Phillips Brooks House Center for Public Service and Engaged Scholarship.

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