HR Coordinator (two year term position)

Company Description

By working at Harvard University, you join a vibrant community that advances Harvard's world-changing mission in meaningful ways, inspires innovation and collaboration, and builds skills and expertise. We are dedicated to creating a diverse and welcoming environment where everyone can thrive.

Why join Harvard University Central Administration?

Harvard University's Central Administration (CADM) is a 5,000+ employee organization that supports the university's overall excellence by understanding and serving the needs of its schools, students, faculty, staff, alumni, and surrounding communities. Through dynamic and collaborative partnerships, CADM provides high-quality and efficient services to the schools to help them achieve their goals.

Job Description

Job Summary:

Are you energized by helping people navigate their employee journey and keeping HR operations running smoothly? Join our HR team as an HR Coordinator, in which you will play a central role in ensuring a positive experience for new hires, current employees, and department leaders. This position is ideal for someone who thrives in a collaborative environment, enjoys problem solving, and is eager to grow their HR skill set while supporting a wide range of operational needs. This role is a key member of the HR Consulting team within Central Administration. 

This is a two year time-limited position from the date of hire.

Job-Specific Responsibilities:

• On/Offboarding Logistics

  • Send onboarding information to new hires regarding I9 employment eligibility requirements and follow up as needed (benefits eligible, Harvard payrolled -contingent (temps), and student workers).

  • Send onboarding/offboarding checklists to new employees and hiring managers/department administrators.

  • Provide guidance on hiring contingent labor including student workers and workers hired through the “managed service provider”.

  • Track paperwork completion and manage record retention.

  • Process HR actions. Interface with payroll. 

• Primary Intake

  • Answer eligibility, interpretation, and procedural questions from managers and staff; escalate to HR Consultants as appropriate.

  • Manage appointment scheduling, including one-on-one meetings, team meetings, new hire meetings, “stay” interviews, and exit interviews.

  • Responsible for answering and responding to materials received via the HR email inbox, fax line, and main telephone line. 

• HRIS/Reporting/Payroll interface

  • Maintain deep knowledge of position creation/tracking and job posting systems (PeopleSoft, Smart Recruiters); act as a frontline resource to managers and educate on position tracking.

  • Prepare actions in systems (PeopleSoft and Aurora) for various changes to people, positions, and appointments. 

  • Upload, edit, and submit job descriptions in PeopleSoft and Smart Recruiters as applicable.

  • Create performance appraisal documents and new hire orientation forms in PeopleSoft.

  • Provide HRIS support using QlikView and PeopleSoft to generate monthly census reports and respond to adhoc reporting needs.

  • Create dashboards and metrics for multiple client groups to support evidence-based decision making.

  • Develop annual salary increase forms (including information on direct reports, prior bonuses, current salary, and performance ratings).

  • Provide reports for clients as needed.

• Pro forma and Nonstandard Letters/Document Preparation

  • Draft and send confirmation of title changes, grade changes, and extension letters using approved templates.

  • Prepare initial drafts of separation agreements and layoff materials. Provide project coordination and development of issues flags for escalation. 

• Program administration

  • Unemployment Administration: Upon vendor notification, prepare and submit unemployment claims; coordinate with HR Consultants and payroll as needed.

  • Extended Part-Time Employee Administration: Annual messaging and outreach to impacted employees.

  • Harvard-wide programs: Point of contact and coordinator for the Summer Youth Employment Program, provide administrative support to various other programs. 

• Oversight of Internal Documentation

  • Organize, manage, and maintain digital files (HR SharePoint).

  • Lead creation, improvement, and maintenance of internal HR processes, procedures, guides, and checklists.

  • Maintain personnel files digitally (ECM) and in hard copy, ensuring compliance with regulations, laws, and internal policies.

• HR Communications and Engagement

  • Draft employee communications supporting engagement efforts (e.g., wellness events, performance review cycle updates, best practices).

  • Support HR events and meetings, including in-person and on zoom. 

  • Maintain HR website content and linked materials. 

• Perform other duties as assigned. 

Qualifications

Basic Qualifications:

• College degree preferred, or equivalent combination of education and relevant office experience.
• Three or more years of related experience in a customer service focused environment.

Additional Qualifications and Skills:

• Candidate must have experience working with multiple technologies and a comfort level working with data. Must be able to trouble shoot and work through systems issues.
• Ability to handle all questions and projects with poise, tact, discretion, confidentiality, and sound judgment.
• Strong attention to detail, curiosity, initiative, and follow-through.
• High level of organization; able to perform tasks accurately, efficiently, transparently, and on time.
• Strong interpersonal and communication skills; able to build effective working relationships and present a positive, professional image.
• Strong writing skills, with the ability to communicate clearly and concisely.

Working Conditions:

• Hybrid position. The position is based on site in Cambridge, MA. There may be the opportunity for a hybrid work model compliant with Harvard University policies.
• Work location is responsive and subject to change based on business needs. Requests for flexibility will be considered consistent with Harvard University flexwork policies.

Work Environment: Work is performed in an office setting. 

Additional Information

• This is a two year time-limited position from the date of hire.
• Standard Hours/Schedule: 35 hours per week
• Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position
• Pre-Employment Screening: Identity
• Other Information: Orientation and Review Period is 3 months

Work Format Details

This position has been determined by school or unit leaders that some of the duties and responsibilities can be effectively performed at a non-Harvard location. The work schedule and location will be set by the department at its discretion and based upon operational needs. When not working at a Harvard or Harvard-designated location, employees in hybrid positions must work in a Harvard registered state in compliance with the University’s Policy on Employment Outside of Massachusetts. Additional details will be discussed during the interview process. Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

Salary Grade and Ranges

This position is salary grade level 054. Please visit  Harvard's Salary Ranges  to view the corresponding salary range and related information. 

Benefits

Harvard offers a comprehensive benefits package that is designed to support a healthy work-life balance and your physical, mental and financial wellbeing. Because here, you are what matters. Our benefits include, but are not limited to: 

• Generous paid time off including parental leave 
• Medical, dental, and vision health insurance coverage starting on day one 
• Retirement plans with university contributions 
• Wellbeing and mental health resources 
• Support for families and caregivers 
• Professional development opportunities including tuition assistance and reimbursement 
• Commuter benefits, discounts and campus perks 

Learn more about these and additional benefits on our Benefits & Wellbeing Page. 

EEO/Non-Discrimination Commitment Statement

Harvard University is committed to equal opportunity and non-discrimination. We seek talent from all parts of society and the world, and we strive to ensure everyone at Harvard thrives. Our differences help our community advance Harvard's academic purposes.

Harvard has an equal employment opportunity policy that outlines our commitment to prohibiting discrimination on the basis of race, ethnicity, color, national origin, sex, sexual orientation, gender identity, veteran status, religion, disability, or any other characteristic protected by law or identified in the university's non-discrimination policy. Harvard's equal employment opportunity policy and non-discrimination policy help all community members participate fully in work and campus life free from harassment and discrimination.