Administrative Coordinator, Finance and Human Resources

13-Nov-2024

Administrative Coordinator, Finance and Human Resources

Faculty of Arts and Sciences

67365BR

Job Summary

The Mignone Center for Career Success (MCS) serves over 14,000 Faculty of Arts & Sciences students and recent alumni. The mission of MCS is to empower learners to identify, explore and achieve their career and professional goals, wherever they may lead.

The administrative coordinator in this position will perform a wide range of administrative activities related to finance, human resources, office management, and general administrative coordination. Reporting to the Assistant Director of Administration for MCS, the administrative coordinator works independently with minimal supervision in a work environment of multiple and conflicting priorities; anticipates and resolves problems and updates the Assistant Director of Administration on the status of projects. May oversee the work of support staff, student employees, and other temporary employees.

Position Description

Duties and responsibilities include, but are not limited to the following:

Financial Administration

·         Provides financial administrative work for a large, complex budget. 

·         Using Harvard financial database systems, monitors costs and reconciles departmental funds. 

·         Prepares reports used to track and forecast expected income. 

·         Manages check, ACH and Wire requests/processing for all income generating events.

·         Resolves billing discrepancies and refund requests. 

·         Manages billing and payment processes including invoices, reimbursements, credit vouchers etc.

·         Maintains departmental vendor relationships and handles order and billing related questions. 

·         Processes student stipends/grants. 

·         Creates and processes journals.   

·         Creates and maintains internal tracking Excel spreadsheets for budgetary planning purposes.

Human Resources Administration

·         Provides HR administrative coordination for a team of 27 FTE staff plus student employees and temporary employees. 

·         Responsible for coordination and promotion of staff engagement events.

·         Coordinates HR job searches including posting positions, collecting, and organizing resumes, tracking applicants. 

·         Coordinates performance management process. 

·         Coordinates on and off boarding of all staff. 

·         Coordinates hiring and onboarding/offboarding of students and seasonal temporary workers.

Office Management and Administration Coordination

·         Organizes/maintains and tracks office technology inventories and office supplies. 

·         Maintains financial and HR files in line with Records Management Schedule. 

·         Orders supplies as needed using Harvard’s eProcurement/supplier platform.

·         Organizes and distributes information to staff regarding building updates, serving as primary contact for building maintenance issues. 

·         Organizes office-wide seasonal maintenance projects and other maintenance issues as needed.

·         Participates in a range of office-wide events including open houses, professional development workshops, intra-and inter-department events, and college wide meetings.

·         Performs other administrative responsibilities as needed.

Basic Qualifications

A college degree preferred, or an equivalent of education plus relevant experience.

Additional Qualifications and Skills

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

·         Excellent organizational skills with ability to prioritize work in an environment with multiple and conflicting interests.

·         Proven project and/or program management skills.  Ability to work independently with minimal supervision.

·         Strong interpersonal, communication and problem-solving skills.

·         Experience maintaining confidentiality and uses initiative/judgment and tact/discretion

·          Experience using Excel spreadsheets, financial and HR databases; Office 365, SharePoint, and other related platforms.

Certificates and Licenses

None

Physical Requirements

None

Working Conditions

·         This position is based in Cambridge, Massachusetts and requires at least 3 days in the office during the academic year.

·         Must have occasional flexibility to work outside of the standard 9 a.m. to 5 p.m. based on office event needs during the academic years.

·         Remote schedules may be more limited at the beginning of the fall and spring terms due to position obligations.

·  All remote work must be performed in Harvard registered payroll states. 
· 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.

Additional Information

All formal written offers will be issued by FAS Human Resources. Unfortunetly, we are unable to provide visa sponsorship for this position.

Work Format Details

This is a hybrid position that is based in Massachusetts. Additional details will be discussed during the interview process. All remote work must be performed within one of the Harvard Registered Payroll States, which currently includes Massachusetts, Connecticut, Maine, New Hampshire, Rhode Island, Vermont, Georgia, Illinois, Maryland, New Jersey, New York, Virginia, Washington, and California (CA for exempt positions only). Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

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.

Job Function

General Administration

Department Office Location

USA - MA - Cambridge

Job Code

403040 Coordinator II

Work Format

Hybrid (partially on-site, partially remote)

Sub-Unit

------------

Salary Grade

055

Department

Mignone Center for Career Success

Union

55 - Hvd Union Cler & Tech Workers

Time Status

Full-time

Pre-Employment Screening

Identity

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.

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.

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