"Administrative Coordinator"

Job Description

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.

Key Responsibilities

• 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.
• 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.
• 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.
• 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.
• 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 or 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.