As part of a dynamic team that delivers KLS-wide services, the Coordinator, Enterprise Services, is a trusted resource who reports to the Director, Finance and Enterprise Services (FES). The role touches all aspects of administration, including KLS staffing and training, operations coordination, contract management, organization communication, and administrative technology, as well as various projects related to the administration of these areas.
Handles complex and confidential administration of all permanent and contingent workforce staff.
Oversees FES processes related to all aspects of the staff life cycle for permanent and contingent workforce staff, including recruitment, hiring, moves, and departures. Provides orientation materials and sessions for new staff, ensuring that materials are kept up-to-date for department-wide consistency.
Coordinates, updates, tracks and communicates all PeopleSoft changes for groupings, time entry, absence management, and performance activities.
Coordinates, tracks, communicates and delivers Rewards & Recognition requests, ensuring adherence to budget and guidelines. Manages the FES and morale fund budgets and activities in conjunction with the Director, FES.
Along with the Director, FES, identifies and implements KLS staff training needs.
Coordinates workspace for all permanent and contingent workforce staff, identifying and organizing moves, arrivals, departures, and space allocations with HBS Operations, HR and HBS IT.
Point person for TouchNet e-commerce system: adjusts account coding as needed, collects and tracks fees, works with the Harvard eCommerce Manager and IT to design site when necessary.
Coordinates technology compliance for security and access and hardware replacements, working closely with HBS IT and KLS's Systems Support Specialist.
Supports FES team in all related activities through meeting scheduling, ordering catering, tracking expenses and small budgets, and procuring various materials such as office supplies. Anticipates team and administration needs, and takes action proactively.
Guides and coordinates tracking of all vendor and independent contractor contracts, working with HU Procurement and the Director, FES. Creates contract drafts, and reviews contracts initially. Tracks independent contractors and completes contract review paperwork for HR and FO. Communicates with KLS managers and directors on policies.
KLS Internal Communication
Prepares and executes KLS-wide activities, creating, editing, and delivering in all aspects for internal communications. Stewards KLS internal share sites for organization and content. Ex. weekly Broadsheet
Oversees administrative projects for FES and across KLS. Determines priority, solicits assistance or delegation path, and problem-solves creatively.
Acts as an integral member of a small administrative team, helping as needed on projects and providing coverage for absences of other team members.
Many HBS employees are eligible for Flexible Work Arrangements, which may be explored during the interview process.
Cover Letter is Required.
Culture of Inclusion: The work and well-being of HBS are strengthened profoundly by the diversity of our network and our differences in background, culture, experience, national origin, religion, sexual orientation, and much more.
Harvard Business School will not offer visa sponsorship for this opportunity.
Salary Grade: 055
Union: 55 - Hvd Union Cler & Tech Workers
5 + yeas of related experience.
Has a strong desire to engage in administrative work, and really enjoys it!
Proven strength in administrative skills, including MS Office Suite, Outlook, writing, calendaring, and time and project management. A demonstrated aptitude and a willingness to leverage new technology.
Possesses excellent organizational, interpersonal, verbal, and written communication skills.
Able to multi-task and be flexible, prioritize and work independently with minimal supervision and frequent interruptions in a fast-paced environment.
Able to work in a highly professional manner under pressure of multiple deliverables and deadlines, while remaining calm, exercising judgment, and maintaining confidentiality.
Strong attention to detail and accuracy a must.
Demonstrated experience working as part of a team with strong collaboration skills across KLS, the School and the University.
An understanding of HBS's priorities and organization with sensitivity to a nuanced academic culture.
EQUAL OPPORTUNITY EMPLOYER: 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, or any other characteristic protected by law.
Internal Number: 49905BR
About Harvard University Business School
Harvard University is devoted to excellence in teaching, learning, and research, and to developing leaders in many disciplines who make a difference globally. The University, which is based in Cambridge and Boston, Massachusetts, has an enrollment of over 20,000 degree candidates, including undergraduate, graduate, and professional students. Harvard has more than 360,000 alumni around the world. The University has twelve degree-granting Schools in addition to the Radcliffe Institute for Advanced Study, offering a truly global education. Established in 1636, Harvard is the oldest institution of higher education in the United States.