Administrative Coordinator, Office of Career Services

Job Summary

The FAS Office of Career Services (OCS) serves over 14,000 Faculty of Arts and Sciences students and recent alums. The mission of the office is to empower and support the learners we serve in identifying, exploring, and achieving their career and professional goals and aspirations wherever they may lead. The Coordinator II 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 the OCS, this position works independently with minimal supervision in a work environment of multiple and conflicting priorities; anticipates and resolves problems and updates Assistant Director on status of projects. May oversee work of support staff, students, casuals, and temps.

Auto req ID

58599BR

Job Code

403040 Coordinator II

Location

USA - MA - Cambridge

Business Title

Administrative Coordinator, Office of Career Services

Sub-Unit

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

Salary Grade

055

Time Status

Full-time

Union

55 - Hvd Union Cler & Tech Workers

Basic Qualifications

College degree strongly preferred, or an equivalent of education plus relevant business 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.

Additional Information

Harvard requires COVID-19 vaccination for all community members and COVID-19 boosters for all eligible community members. This includes students, faculty, staff, and researchers. Individuals may submit a request for exemption from the vaccine requirement for medical or religious reasons. More information regarding the University?s COVID vaccination requirements and exemptions may be found at the University?s ?COVID-19 Vaccine Information? webpage: http://www.harvard.edu/coronavirus/covid-19-vaccine-information/ .

Department

Office of Career Services

Pre-Employment Screening

Identity

Schedule

9 - 5 M-F

Job Function

General Administration

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 requests and 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 workers and temps. Responsible for coordination and promotion of staff engagement events. Coordinates HR job searches including posting position, 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 and technology inventories and event 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, and college wide meetings.

Performs other administrative responsibilities as needed.

School/Unit

Faculty of Arts and Sciences

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.

Physical Requirements

Must have flexibility and availability to work in person 9 am-5 pm based on office needs.

Working Conditions

This position will be based in Cambridge, MA. All remote work must be performed in a state in which Harvard is registered to do business (CA, CT, MA, MD, ME, NH, NY, RI, and VT). Human Resources Consulting is currently developing hybrid workplace models which actively support some remote work (within a state in which Harvard is registered to do business) where business and team needs allow. Furthermore, individual flexible and remote work options for this role will be discussed during the interview process.

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.