Coordinator, Research Staff Services

Job Summary:

Research Staff Services (RSS) provides administrative support for the hiring, training and management of over 300 research and teaching staff, and assists over 200 faculty members with their research and teaching staff needs. As part of the Research Staff Services team, the Coordinator provides confidential administrative program support ensuring the smooth operation of the activities of the RSS group. Reporting to the Associate Director, RSS, and working closely with the other members of the RSS team, the Coordinator, RSS primarily supports three (3) areas: Research and Teaching Staff Support, Administrative Support, and Data Collection Support for the RSS team.

Job-Specific Responsibilities:

Research and Teaching Staff Support

• Responsible for overseeing the agency and hourly/student researchers: Communicates with faculty about staffing needs. Determines work eligibility, payroll type and hourly wage. Manages the intake, assessment, appointment and reappointment of the hourly researchers. Monitors, tracks and approves researcher time. Manages ongoing RA appointments. Intervenes and problem solves when there are issues with time reporting, payment or other questions related to employment.
• Responsible for activities related to the hiring and tracking of teaching support personnel, specifically Graders, Teaching Assistants (TA), Teaching Fellows (TF) and Course Assistants (CA): Communicates with faculty about staffing needs. Manages the intake, appointment, and hiring process for Graders. Tracks documentation, ensures eligibility to work, and processes payroll information. Works with Director on maintaining the Teaching Support budget.
• Handles remote Independent Researchers (IRs): Manages the set up and payment for all remote (IRs) through timely correspondence with IRs and related faculty.

Administrative Support

• Serves as the initial point of contact for internal and external constituents, including researchers, faculty, outside vendors and staff providing guidance, communicating key elements of processes, determining appropriate channels, and troubleshooting issues.
• Contributes to maintenance of the department website ensuring it is up-to-date and appropriately and accurately reflects the HBS research support environment.
• Participates with the RSS team in review/redesign of procedures, improving processes, determining best ways to track/maintain data, files and lists.
• Processes invoices, one-time payments, extra comp, HUUEFs.
• Performs other administrative tasks such as management of confidential files and data entry with attention to detail and accuracy.
• Builds trust and collaboration by being present on-site and engaging directly with colleagues and various constituents

Data Collection and Reporting

• Responsible for accurately entering and tracking information pertaining to research staff in a database, running queries and reporting data.
• Take the lead with the data management and reporting processes for the RSS team including data collection and records retention utilizing QuickBase database and PeopleSoft.
• Maintains the RSS Dashboard, a repository for RSS data and information. Maintains accurate collection, tracking and extraction of data for reporting purposes.
• Build trust and collaboration by being present on-site and engaging directly with colleagues and various constituents.
• This role is responsible for other duties as assigned

Qualifications

Basic Qualifications:

• High School Diploma, GED, or equivalent is required.
• 5+ years of experience in administrative support role(s) is required.
• Education beyond high school may count toward experience.
• Microsoft Office (Word, Excel, PowerPoint, and Outlook) experience is a must.

Additional Qualifications and Skills:

• Experience in a higher education or research environment preferred.
• Strong customer service, communication, organizational, and interpersonal skills.
• Ability to handle tasks simultaneously; prioritize; work under deadlines, independently and as part of a team; take initiative; follow through to completion; work with a variety of customers including foreign nationals.
• Understanding and comfort with working with exchange rates of foreign currencies
• Writing, editing and proofreading experience helpful.
• Attention to detail, accuracy and confidentiality essential.
• High comfort level with networked desktop computers, experience with various software and ability to learn others.
• Ability to use Microsoft Office suite, including calendar and email.
• Experience with Access or other database tools.
• Ability to be flexible in a changing environment, and a high energy level.