HR & Academic Affairs Coordinator at Harvard University in Cambridge, Massachusetts

Job Description:

Harvard University


Position Title: HR & Academic Affairs Coordinator

Req ID: 67327BR

School or Unit: Faculty of Arts and Sciences

Description: Job Summary

In the Molecular and Cellular Biology Department we research and teach how the collective behavior of molecules and cells forms the basis of life. We are driven by a passion for discovery and value collaborative approaches to scientific inquiry, where connections between people fuel interdisciplinary science and break boundaries across varied experimental systems. Against a backdrop of cutting-edge biological research, we work as a team of educators and mentors to inspire and train the next generation of scientists and global citizens. The Department has an opening for a Human Resources and Academic Affairs Coordinator who will serve as the front-line contact for Human Resources and Academic Affairs, providing a high level of coordination, efficiently juggling multiple duties and timelines with a high degree of discretion and confidentiality.

Position Description

Payroll/PeopleSoft Administration

• Serves as the primary contact for weekly and bi-weekly payroll
• Adjusts time and absences, completes and processes payroll reports, troubleshoots problems, and provides PeopleSoft time entry training and support to employees including staff, temps, LHTs, intern and student appointment categories
• Assists with payroll for postdoctoral fellows and graduate students

Human Resources Administration

• Manages the hiring process for staff, temps, LHTs interns and students
• Assists with resume screening, job postings and coordinating and scheduling interviews and new hire paperwork completion
• Partners with the Assistant Director of Human Resources in coordinating new employee orientations
• Facilitates exit interviews under the guidance of the Assistant Director of Human Resources
• Assists in the performance management process and special projects around career mobility, staff satisfaction and engagement, community building, and wellness program
• Responsible for administratively supporting Summer Research Opportunities within the department including appointing of summer interns, undergraduates and visiting students, managing and liaising with the minors in lab and federal work study program for MCB
• Prepares and reviews ISD applications and documents to ensure compliance with HIO, university requirements, and federal regulations
• Adapts and incorporates new regulations and practices as required and advises appropriate community members
• Coordinates I-9 collection with UFS

Appointment Management/Aurora Administration

• Enters new appointments as well as any appointment changes, including salary distribution changes
• Provides proactive customer-focused service to employees and supervisors and escalates issues as appropriate
• Informs Assistant Director of Human Resources of existing or potential compliance issues or trends
• Directs employees to central/FAS departments as needed
• Supports HR team's strategic priorities and demonstrates ability to change the execution of tasks appropriately based on priorities
• Ensures the smooth day to day workflow of communication of appointment and salary information across MCB administrative groups
• Responsible for processing a high-volume researcher appointment-related transactions including new hires, reappointments, salary changes, and terminations
• Provides guidance to administrators on appointment policies and procedures
• Ensures compliance with required documentation and policy, maintaining records and filing system
• Researches and resolves appointment, payroll, and benefits-related issues

Departmental Support

• Creates and maintains personnel files and records
• Responsible for data collection and special reporting in support of senior leadership team
• Serves as an active member on the Community Task Force on Equity, Diversity, Inclusion, and Belonging

Basic Qualifications

Minimum three years of progressive administrative or customer service experience, education may count towards relevant experience

Additional Qualifications and Skills

• Bachelor's degree preferred, or equivalent of education plus relevant experience
• Strong computer skills including a command of MS Office Suite and experience coordinating complex calendars and composing correspondence
• Strong knowledge of PeopleSoft and HR systems preferred
• Ability to handle highly confidential information with discretion and sensitivity exercising good judgment
• Commitment to providing the highest level of customer service and responsiveness
• Excellent written and oral communication skills
• Strong attention to detail and accuracy in work product
• Demonstrated experience working in a fast paced, high volume, and customer focused environment
• Proven ability to work independently and as part of a team

Working Conditions

This position offers hybrid remote/in person work flexibility. There is an expectation that employees be able to work in person in Cambridge, MA. Any remote work must be performed in a Harvard registered payroll state.

Additional Information

All formal written offers will be made by FAS HR.

We are unable to provide visa sponsorship for this position.

About Us

MCB recognizes that the work of equity is always ongoing, and that there will always be room for improvement. We are looking for people to join our community who want to be part of that effort. We value the fundamental importance of a diverse community where everyone, regardless of background, ability, or identity, is appreciated for being themselves.

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-KO1

Department Office Location: USA - MA - Cambridge

Job Code: 404034 Coordinator I (HR)

Job Function: Human Resources

Work Format: Hybrid (partially on-site, partially remote)

Sub Unit: Sciences

Salary Grade: 054

Department: Molecular and Cellular Biology


Union: 55 - Hvd Union Cler & Tech Workers

Time Status: Full-time

Pre-Employment Screening: Education, Identity

Schedule: 35 hours per week

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.

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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