Harvard University
Position Title: Admin Coordinator, Grad Ed
Req ID: 65414BR
School or Unit: Harvard Medical School
Description:
Position Description
The Office of Graduate Education (GradEd) seeks a highly motivated, well-organized, dynamic individual to join their team. As the principal administrator responsible for the onboarding and appointment process for a variety of appointments, this forward-facing 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 half-time 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 follow-up 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 with computer information systems, desktop applications, online processes, and data processing helpful
- 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 two-year 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 up-to-date on CDC-recommended 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.
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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.
LinkedIn Recruiter Tag (for internal use only)
#LI-KM2
Department Office Location: USA - MA - Boston
Job Code: 403134 Coordinator I
Job Function: General Administration
Work Format: Hybrid (partially on-site, partially remote)
Sub Unit: ------------
Salary Grade: 054
Department: Division of Medical Sciences
Union: 55 - Hvd Union Cler & Tech Workers
Time Status: Full-time
Pre-Employment Screening: Criminal, 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
https://hms.harvard.edu/about-hms/campus-culture/mission-community-values-diversity-statement
EOE 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.
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