Administrative Coordinator

17-Apr-2024

Faculty of Arts and Sciences

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.

Work Format Details

This is a hybrid position that is based in Massachusetts. Additional details will be discussed during the interview process. All remote work must be performed within one of the Harvard Registered Payroll States, which currently includes Massachusetts, Connecticut, Maine, New Hampshire, Rhode Island, Vermont, Georgia, Illinois, Maryland, New Jersey, New York, Virginia, Washington, and California (CA for exempt positions only). Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

Benefits

We invite you to visit Harvard's Total Rewards website (https://hr.harvard.edu/totalrewards ) 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.

Job Function

General Administration

Department Office Location

USA - MA - Cambridge

Job Code

403040 Coordinator II

Work Format

Hybrid (partially on-site, partially remote)

Department

Harvard College Dean's Office

Union

55 - Hvd Union Cler & Tech Workers

Appointment End Date

28-Feb-2025

Pre-Employment Screening

Identity

Commitment to Equity, Diversity, Inclusion, and Belonging

Harvard University views equity, diversity, inclusion, and belonging as the pathway to achieving inclusive excellence and fostering a campus culture where everyone can thrive. We strive to create a community that draws upon the widest possible pool of talent to unify excellence and diversity while fully embracing individuals from varied backgrounds, cultures, races, identities, life experiences, perspectives, beliefs, and values.

EEO Statement

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, gender identity, sexual orientation, pregnancy and pregnancy-related conditions, or any other characteristic protected by law.