Human Resources Coordinator

07-Oct-2022

Harvard Graduate School of Education

58155BR

Job Summary

The Human Resources Coordinator will be responsible for providing a high level of customer service and performing a range of critical HR activities requiring exceptional attention to detail, sound judgment, and the ability to anticipate the potential implications of specific actions.  Serves as a key partner to others in the office to provide HR services to a portfolio of core and research departments at the school serving a diverse population of employees and customers. As a key member of a small but effective HR team, is involved in discussions about and administers actions relating to employee and labor relations issues and other sensitive and confidential personnel matters. Each member of the Human Resources team values diversity in all forms, and continuously work to ensure our practices, policies, and services reflect those values, and that we lead and contribute to ensuring all members of the HGSE community we serve feel like they belong. The chosen applicant will have the opportunity to work some days in the office and some days remotely.  The exact schedule and timing will be discussed.

Position Description

Customer Service - Shares responsibility for general office upkeep and for providing exceptional customer service to all internal and external customers.  Greet visitors, answer, and triage calls, and provide accurate information on any related questions, always remaining professional and respectful.  This includes knowing, understanding, and interpreting policy as appropriate.  Escalate questions as needed and appropriate.  Handles highly sensitive data and materials and ensure confidentiality is always maintained.
HRIS & Employee Life Cycle Administration – Shares responsibility for processing of staff, student and temporary employee transactions and all related activity.  Create and submit hiring actions and any other changes during the employee life cycle. Drafts related correspondence/documentation for signature. Responsible for weekly time and labor audit processes to ensure compliance with policies and laws. Partners with senior HR team members to provide support and/or serve as partner lead in HRIS activities such as annual salary increase processes for administrative and union staff.  Coordinates details related to Leaves of Absences including preparing reports related to disability status. Serves as back-up on all related payroll/policy matters for others in the office as needed. Run monthly Visa reports to ensure HGSE is in compliance and employees have accurate and up to date records.
Onboarding – Provide logistical support for on-boarding program.  Schedules meeting for new employees with HR and other related HGSE staff as needed for assigned portfolio.  Review new employee records and ensures that all documentation and data is included.  Ensure that all new hires have appropriate access by their first day as able.  May schedule new employees for new hire orientation.
Job-Specific Responsibilities :
Off-boarding – Review and process all actions for those leaving HGSE, ensuring all proper paperwork and necessary off-boarding items are sent/completed for an effective transition.  Ensures exit surveys are sent and completed.  Schedules exit interviews with appropriate senior level HR contact and ensure they have all content and survey information prior to meeting.
Events & Training – Provide logistical support for training and events held by HR including room scheduling, catering, tracking RSVP’s, confirmations, and follow up surveys.  Partner with others in the office on administering HGSE’s Reward and Recognition program, Harvard University’s Milestone Recognition Program, and the annual Harvard Heroes program.  Provide insight and contributes to improvements in the program(s) and prepares Power Points and other documents and correspondence as needed.
General Administrative duties -  Updates and maintain personnel files, manages department filing including assisting with records retention management, and maintains job board.  Responsible for managing and updating the HR website including archiving old information, creating new content, and updating information.  Order supplies and manages the financial processing in the office.  As a key member of a small but effective HR team, is involved in discussions about and administers actions relating to employee, labor relations issues, and other sensitive and confidential personnel issues.
Recruitment – May lead or provide backup recruitment support by serving as the first point of contact for potential applicants.  Post jobs internally, researches and identifies outreach opportunities, schedules interviews and facilitates new hire paperwork including work authorization and offer letters. Processes new hires and ensures all information is up to date and accurate for on-boarding.  Updates applicant tracking system with candidate status.
Other Duties - Other projects and duties as needed.

Basic Qualifications

2+ year related experience.

Any candidate wishing to be considered must supply a cover letter in addition to their resume showing that they meet the required basic qualifications.

Additional Qualifications and Skills

Previous experience in Human Resources strongly preferred.
Experience using PeopleSoft highly desired.
Previous experience working in an HRIS capacity strongly desired.
Exceptional customer service.
Strong problem solving and analytical skills.
Ability to multi-task in a fast paced environment.
Knowledgeable about labor laws including FLSA, FMLA, MPFML, etc.
Previous experience managing weekly time and labor processes.
Strong data analysis skills.
Flexibility and adaptability needed.
Strong collaboration and team work needed.
Highly solutions oriented.
Ability to anticipate how questions, actions, and communication impacts other situations, departments, people.
Excellent written and verbal communications.
Professional and respectful.
Committed to diversity, equity, inclusion and belonging.
Experience with handling and securing highly sensitive and confidential information.

Working Conditions

This position will based in Cambridge. 

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/ . 

Additional Information

HGSE is a diverse community of learners, teachers, and employees who are passionate about changing the world through education and striving for maximum impact in the field of education.

HGSE Human Resources values diversity in all forms, and believes that each employee brings a set of diverse experiences and identities to the workplace that makes us stronger, encourages innovation, and enhances our collective contributions.  We continue to develop and support a workforce that reflects the diversity of those we serve; fosters an environment that allows each individual to belong and to bring their best self to work; and creates the conditions that empower employees to contribute their full potential to advancing the work of the school.
We do this by:

•    Hiring and retaining staff reflecting the diversity of those we serve;
•    Providing employees opportunities to learn, grow, and be challenged;
•    Reviewing and ensuring fairness and equity in HR practices and policies including but not limited to hiring, promotion, and compensation;
•    Developing strong relationships and partnerships internal and external to our community to advance diversity and inclusion;
•    Communicating transparently and respectfully; and
•    Fostering an inclusive, respectful, and professional work environment  

We regret that the Harvard Graduate School of Education does not provide Visa sponsorship.

About the Harvard Graduate School of Education

Many choose to work at the Harvard Graduate School of Education because they believe in our mission and are excited by our vision for the future. We have a reputation as a great place to work, for our excellent leadership, and we are a strong community that values diversity. For more information about HGSE, its programs, research, and faculty, please visit: www.gse.harvard.edu

Please Note once Harvard resumes regular operations this position will no longer be remote and work will be performed on campus in Cambridge MA. 

Job Function

Human Resources

Location

USA - MA - Cambridge

Job Code

404034 Coordinator I (HR)

Department

Human Resources

Union

99 - Non-Union, Confidential Non-Ex

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.