Human Resources Coordinator

28-Apr-2022

Harvard Graduate School of Design

57717BR

Job Summary

Supports the overall administration and the recruitment process for the Human Resources office at the Harvard Graduate School of Design.

Position Description

Recruitment and Onboarding:

• Assists with the recruitment and hiring process of staff positions by posting positions in Harvard Careers, advertising positions externally, coordinating interview schedules and travel & lodging for candidates; preparing offer letters and assists with new hire onboarding.
• Maintains and coordinates regular updates to the new staff orientation packets
• Identifies new outreach opportunities for recruitment and builds diversity outreach efforts.
• Conducts pre-employment screenings and reviews resumes. Works with hiring managers to schedule interviews, check references, disposition candidates and close out job requisitions.

• Supports the Assistant Deans of Human Resources, and Associate Director of Human Resources in a busy, small, multi-faceted office
• Serves as first contact person for GSD Human Resources Office and provides information in person, remotely via email and Teams, and on the telephone to staff, faculty, students, and the public
• Drafts and files employee status change letters (promotions, equity adjustments, schedule changes, term appointment extensions, etc.)
• creates and maintains confidential staff files, creates, and maintains databases and mailing lists/labels for all GSD staff
• Maintains and updates Human Resources website
• Maintains and updates job descriptions and human resource documents on Sharepoint
• Maintains and orders supplies and coordinates maintenance of office equipment
• Ensures bill payment using the University’s on-line systems, monitors and reconciles HR monthly budget; process payments and reimbursements, P-Card transactions, and other financial documents
• Serves as a liaison with the Finance Office

• Acts as the first point of contact for the Harvard Graduate Student Union members regarding labor relations; answering their questions, interpreting contract policies, and triaging issues with the Associate Director of Human Resources as appropriate. Keeps current on HGSU contract and updates community members as needed.

• Coordinates quarterly new staff lunches, staff engagement events, as well as other staff meetings and school-wide events, such as All-Staff meetings, by determining key participant availability, making reservations for rooms. Reserves audio visual equipment, and/or catering and room set up as required.
• Assists with the GSD Staff & Community Committee by managing meeting schedule, keeps and distributes meeting minutes
• Assists in planning and implementing employee engagement events, including partnering with HR and committee staff on event ideas and themes and following through on logistical details.
• Drafts and distributes bi-weekly GSD Staff newsletter including creating original content
• Assists with approval process for professional development funding requests; tracks staff training requests; maintains RSVP lists for trainings and events

• Will assist in processing and mailing salary increase letters. This will involve mail merge and printing labels, making copies and coordinating mailing with the utmost accuracy and confidentiality.
• Serves as backup for bi-weekly payroll including time and absence entry and adjustments in PeopleSoft.

• Performs other job-related duties as required

Basic Qualifications

• Bachelor’s degree or an equivalent combination of education, training and experience
• Minimum of four years of related office administration experience required
• Experience with MS Office (Outlook, Excel, Teams, Sharepoint, Zoom & Qualtrics)

Additional Qualifications and Skills

• Excellent customer service, interpersonal and organizational skills.
• Excellent reliability and attendance required
• Must be able to handle confidential materials with discretion
• Demonstrated ability to keep a consistent schedule 
• Ability to multi-task and set priorities.
• Must work well independently and as part of a team. 
• Flexibility and initiative required, with the ability to take direction. 

Physical Requirements

Position involves use of mouse and keyboard. May be required to handle mail and small packages; May involve room set up for events such as moving chairs and tables.

Working Conditions

We are currently developing hybrid workplace models which will actively support some remote work (within a state in which Harvard is registered to do business) where business and team needs allow.  This role is offered as a hybrid (some combination of onsite and remote) where you are required to be onsite at our Cambridge, MA-based campus 1-3 days per week. Specific days and schedules will be determined between you and your manager.

While we continue to monitor the evolving COVID-19 guidelines and restrictions, we appreciate your understanding and flexibility with our interview process. Please note that we will be conducting interviews virtually (phone and or Zoom) for selected candidates until further notice.

Additional Information

The University requires all Harvard community members to be fully vaccinated against COVID-19 and remain up to date with COVID-19 vaccine boosters, as detailed in Harvard’s Vaccine & Booster Requirements. Individuals may claim exemption from the vaccine requirement for medical or religious reasons. More information regarding the University’s COVID vaccination requirement, exemptions, and verification of vaccination status may be found at the University’s “COVID-19 Vaccine Information” webpage: http://www.harvard.edu/coronavirus/covid-19-vaccine-information/ .

In order to be considered for this role, a cover letter is required.  Candidates must be authorized to work in the United States now and in the future.  We regret that we cannot sponsor a work visa.

Job Function

Faculty & Student Services, General Administration, Human Resources

Location

USA - MA - Cambridge

Job Code

404034 Coordinator I (HR)

Department

Human Resources

Union

55 - Hvd Union Cler & Tech Workers

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.