Administrative Coordinator

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 Medical School?

Harvard Medical School's mission is to nurture a diverse, inclusive community dedicated to alleviating suffering and improving health and well-being for all through excellence in teaching and learning, discovery and scholarship, and service and leadership.

You’ll be at the heart of biomedical discovery, education, and innovation, working alongside world-renowned faculty and a community dedicated to improving human health. This is more than a job - it’s an opportunity to shape the future of medicine.

About the Department:

The Harvard Medical School Departments of Microbiology and Genetics seek an Administrative Coordinator. The Administrative Coordinator provides critical transactional and logistical support to the Genetics and Microbiology departments. This position handles entry-level HR processes, routine financial administration, document collection, and data entry tasks. Under the supervision of the Senior Administrative Manager, the Coordinator ensures timely and accurate execution of administrative functions while maintaining compliance with Harvard policies.

Job Description

1. Administrative and HR Support
   • Processes new hires and terminations in PeopleSoft (PS).
   • Collects and uploads required documentation (I-9s, IDS forms, visas, IC certification forms, etc.).
   • Initiates online forms (e.g., APEX, Fieldglass) and ensures data entry is complete and accurate.
   • Provides back-up to the senior administrative manager as needed.
   • Assists the senior administrative manager and both department’s leadership as needed.
2. Onboarding and Offboarding Logistics
   • Tracks checklists for incoming and exiting members.
   • Schedules orientations and ensures completion of required training.
   • Maintain both departments’ email listservs.
   • Coordinates ID cards, system access, and return of University property.
3. Reappointments, Tracking and Document Management:
   • Maintains appointment and renewal tracking systems.
   • Assists with communication and document collection for annual renewals.
   • Maintains organized records for personnel, ICs, students, and departmental activities.
4. Timekeeping and Payroll:
   • Approves non-exempt staff time weekly in coordination with unit supervisors.
   • Escalates issues to the Senior Administrative Manager for audit and correction.
   • Supports compliance efforts by ensuring all required forms are filed and accessible for audit.
5. Other Support, As Needed:
   • Assists with planning and executing departmental activities.
   • Coordinates logistics and communication in collaboration with supervisors and other department staff.
   • Serves as department P-Card holder and processes reimbursements (Concur and paper).
   • Enters B2P invoices, vendor requests, check requests, and honoraria payments.

Qualifications

Basic Qualifications:

• Three of more years of related experience. Education beyond high school may count towards experience.

Additional Qualifications and Skills:

• College degree preferred.
• Organizational skills with particular ability to prioritize work in an environment with multiple and conflicting interests.
• Excellent interpersonal and communication skills.
• Self-starter with proven ability to take initiative and be highly productive.
• Willingness to perform tasks outside primary job description as necessary in support of colleagues and departmental researchers.
• Ability to handle complex and confidential information with discretion.
• Competency using a variety of computer software.
• Position requires advanced knowledge of word processing, spreadsheets, and/or databases.

Additional Information

• Standard Hours/Schedule: 35 hours per week | Monday - Friday | 9:00 am - 5:00 pm
• Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position.
• Pre-Employment Screening: Identity

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.