Senior Administrative Coordinator

22-Sep-2022

Harvard Medical School

59304BR

Job Summary

Reporting to the CFO of Harvard Medical School, with dotted line reporting to the Executive Administrative Dean and her Chief of Staff. The Project Administrator provides day to day operational management for the Office of Finance (OoF) and the CFO, serves as a central point of contact for the department and serves as the CFO’s advisor. This role is also responsible for supporting the Dean’s office and the Executive Administrative Dean on school wide event planning (e.g. summer picnic, team building activities) and other special projects.

Position Description

• Key communications contact both within and on behalf of the Office of Finance.
• Identifies, develops and implements efficient and centralized processes for Finance’s employee life-cycle and Human Resource related transactions.
• Work directly with HMS Human Resources contact for all program personnel/HR needs/staff relations; and perform such other administrative duties as needed.
• Manages administrative on/off-boarding of all new employees, including coordination of interview schedules, and ensuring access requirements, materials, equipment and space needs are fulfilled prior to new employees starting.
• Creates and submits hiring actions/job data and costing changes for all Finance staff, as requested by leaders.
• Coordinates the recruiting process and onboarding process for interns (currently through the Northeastern Coop program). Serves as key contact for OoF with University internship liaisons.
• Key point of contact in the office related to Hybrid work and ensuring team has the resources they need to be effective while working in the office or remotely.
• Manages space, supply and technology needs in a remote work environment. Oversees hoteling and space management for the OoF space, as needed and as policies and procedures around hybrid/dynamic work evolve.
• Maintains confidential records. Confidentiality is essential.
• Serves as primary contact for payroll related questions, supporting employees across the organization.
• Ensures the overall Finance team is coordinated and cognizant of events and commitments at the Medical School, are made aware of revisions to policies and procedures, personnel changes, and pertinent trainings related to systems upgrades and/or changes, such as Microsoft Teams, Zoom, Harvard Phone, Jabbar, and Drupal.
• Responsible for outgoing communications to the Financial Operations listserv distribution list, which is essential for mass communications regarding Quarterly Finance Forums. Maintains finance listservs.
• Regularly adds, updates, and maintains content on the Office of Finance website.
• Responsible for managing projects, as assigned, as well as ensuring that projects are on task, while managing timelines and deliverables appropriately.
• Responsible for scheduling and participating in various staff and departmental meetings within the office, where she/he will collect and contribute to agenda items and track deliverables week-to-week to ensure that the office effectively achieves each of its priorities. Prepares slide decks and materials for such meetings; takes minutes at meetings and distributes to meeting participants.
• Manages the CFO’s calendar. Schedules meetings with large groups and external audiences.
• Coordinates travel arrangements for staff and processes travel and expense reimbursements in a timely manner, using Concur and other Harvard expense management systems.
• Support the Dean and Executive Administrative Dean to plan and oversee school wide social events (e.g. summer barbeque) as needed and determined by the Dean or Executive Administrative Dean. Project manage and oversee the coordination of work across a variety of departments to ensure successful events (e.g. facilities, catering, security, etc.). Ensure project expenses are managed and on budget. Enter expenses into appropriate financial systems for payment (e.g. Buy2Pay, Concur).

Basic Qualifications

College degree or equivalent experience. 5 or more years of related experience in an administrative position. Education beyond high school may count towards experience.

Additional Qualifications and Skills

• Superb written and oral communication skills; detail oriented and highly organized; ability to multi-task, prioritize, and work independently with minimal supervision; trusted to make executive decisions related to office administration; excellent analytical skills, deadline management, and problem-solving techniques.
• In-depth knowledge of Microsoft Office (Outlook, Word, PowerPoint).
• Website editing skills or ability to learn HMS website editing systems and other systems as assigned and needed for the job.
• College degree preferred, or an equivalent of education plus experience in an office environment.
• Strong written and verbal communications skills as well as careful attention to detail and logistics are essential.
• Excellent organizational skills to manage multiple projects, proactively formulate project milestones, and meet tight deadlines.
• Demonstrated track record of working independently with little or no direction, as well as in a team with others, and an aptitude for problem-solving.
• Willingness to take initiative and learn new skills.
• Experience within higher education or matrixed reporting structure preferred.
• Sense of humor, empathy, and high level of discretion is required.

Additional Information

This position is based in Boston and some in-person on-campus work will be required, and flexible/remote work is an option. Any remote work must be performed in a state in which Harvard is registered to do business (CA*, CT, MA, MD, ME, NH, NY, RI, and VT). Individual flexible and remote work options for this role will be discussed during the interview process. *Note: Harvard employees working in California must be exempt.

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/ . 

Please note that we are currently conducting a majority of interviews and onboarding remotely and virtually. We appreciate your understanding.

Harvard University offers an outstanding benefits package including:

• Time Off: 3 - 4 weeks paid vacation, paid holiday break, 12 paid sick days, 12.5 paid holidays, and 3 paid personal days per year.
• Medical/Dental/Vision: We offer a variety of excellent medical plans, dental & vision plans, all coverage begins as of your start date.
• Retirement: University-funded retirement plan with full vesting after 3 years of service.
• Tuition Assistance Program: Competitive tuition assistance program, incredibly affordable classes directly at the Harvard Extension School, and discounted options through participating Harvard grad schools.
• Transportation: Harvard offers a 50% discounted MBTA pass as well as additional options to assist employees in their daily commute.
• Wellness options: Harvard offers programs and classes at little or no cost, including stress management, massages, nutrition, meditation, and complementary health services.
• Harvard access to athletic facilities, libraries, campus events, and many discounts throughout metro Boston.

The Harvard Medical School is not able to provide visa sponsorship for this position.

Job Function

General Administration

Location

USA - MA - Boston

Job Code

403040 Coordinator II

Union

55 - Hvd Union Cler & Tech Workers

Pre-Employment Screening

Identity

Schedule

35 hrs. per week | Monday - Friday | 9:00 am - 5:00 pm

Commitment to Equity, Diversity, Inclusion, and Belonging

We are committed to cultivating an inclusive workplace culture of faculty, staff, and students with diverse backgrounds, styles, abilities, and motivations. We appreciate and leverage the capabilities, insights, and ideas of all individuals. Harvard Medical School Mission and Community 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.