Administrative Coordinator, Graduate Education - Boston, United States - Harvard University

Harvard University

Verified Company

Boston, United States

1 day ago

Posted by:

Mark Lane

beBee recruiter

Description

Position Description

The Office of Graduate Education (GradEd) seeks a highly motivated, wellorganized, dynamic individual to join their team. As the principal administrator responsible for the onboarding and appointment process for a variety of appointments, this forwardfacing role requires a high level of customer service, analytical thinking, sounds judgement and attention to detail. It offers an exciting opportunity to learn and improve upon processes, create workflows, and work in collaboration with members of the GradEd team, as well as colleagues in different departments across the Harvard Medical School and across the University within the Faculty of Arts and Sciences.
Job responsibilities:
Executes a variety of complex administrative tasks such as the creation, maintenance and extension of appointments each semester for GradEd Master's and Ph.

D students, temporary staff and other academic employees.

Responsible for knowledge of compliance around HR hiring practices, federal I9 policies, Student Union appointment policies and related policies within the Union Collective Bargaining Agreement relevant to appointing student tutors, research assistants, teaching fellows, teaching assistants, temporary course instructors, temporary employees, less than halftime employees, contingent workers and summer interns. Organize, maintain and update hiring process documentation as necessary.
Responsible for onboarding all new appointments, including addressing questions related to office space, computer hardware, system access, work processes, time entry and availability of resources. Organize, maintain and update onboarding process documentation as necessary.
Collaborate with the Student Affairs Manager to execute logistics of course creation and scheduling, book classrooms and arrange for visiting parking for instructors, and update and distribute each term's courses of instructions to faculty, students, and staff.
Primary contact for hiring policy and related process inquiries, collaborating with HMS HR and Student Affairs Manager for followup as needed.
Lead daily office operations, including but not limited to, ordering department specific supplies as needed and handling projects such as mail, furniture, space and technology maintenance.
Coordinate with HMS GradEd Finance team to define and monitor budget for HMS GradEd student appointments.
Assists in running various enrollment reports and maintaining student records in my.harvard and local FileMaker database.
Other administrative duties and special ad hoc projects as needed.

Basic Qualifications

Three or more years of related experience. Education beyond high school may count toward experience.

Additional Qualifications and Skills

College degree strongly preferred, or an equivalent of education plus relevant business experience
Experience with payroll processing and new hire paperwork
High level of organization skills with strong attention to detail
Must be comfortable working as part of a team in a busy, rapidly changing environment
Experience working in higher education
Familiarity with Microsoft Office
Able to handle highly confidential information with appropriate discretion and sensitivity required
Able to prioritize duties and meet multiple deadlines
Able to exercise a high degree of judgment to make sound independent decision

Additional Information

This is a twoyear term position from the date of hire, with the possibility of extension, contingent upon work performance and continued funding to support the position.
The health of our workforce is a priority for Harvard University. With that in mind, we strongly encourage all employees to be uptodate on CDCrecommended vaccines.
Please note that we are currently conducting a majority of interviews and onboarding remotely and virtually. We appreciate your understanding.
The Harvard Medical School is not able to provide visa sponsorship for this position.
Work Format Details
This position is based in Boston and some inperson oncampus 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, GA, IL, MA, MD, ME, NH, NJ, NY, RI, VA, VT, and WA). 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.

Benefits-
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.
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Health and Welfare: Comprehensive medical, dental, and vision benefits, disability and life insurance programs, along with volunta