Job Summary

A 35 hour/week role reporting to the Senior Director of Admin & Finance in Degree Programs Student Affairs (DPSA), the Administration Coordinator provides a variety of front-line human resources administrative and project support and is the key liaison between DPSA and HKS Human Resources, IT and Campus Planning and Operations departments. This position will work independently as well as with a wide-range of internal contacts including the DPSA 50+ person department. Duties including on-boarding and off-boarding of staff and communicating with department on policies. Anticipates and resolves problems and provides recommendations for strategic process improvements across administrative areas; updates supervisor on status of projects.

Position Description

Position responsibilities:
Provides general administrative support to the Senior Director of Admin & Finance, organizes and implements administrative systems and procedures.

• HR administrative support: Primary liaison between DPSA and other administrative departments including HKS Human Resources. Supports the creation, continuous improvement and maintenance of all Degree Programs Student Affairs (DPSA) HR procedures, documents, job descriptions, org charts, both digitally and hard copy. Processes temporary hires and job change entries in PeopleSoft. Responsible for filing all job data changes (promotions, equity adjustments, schedule changes, term appointment extensions, resignations etc.).
• Hiring Process: Partners with HKS HR to understand and support the administrative steps of the hiring process, working with hiring managers to coordinate candidate interviews and reference checks, and may include participation in the interview process. The breadth includes permanent staff, temporary workers, consultants and student workers.
• Time approval: Serves as backup to DPSA managers for approving union and temporary staff time and absences. Works with HKS Office of Financial Services for hiring and processing of summer and ad hoc faculty payments.
• New employee on-boarding/off-boarding: Will develop new hire orientation packets and checklists and coordinate on-boarding process with hiring manager. Works with HKS HR to coordinate employees? leaves of absence and exiting, including obtaining and maintaining resignation letters and exit checklists.
• Facilities administrative support: Primary liaison between DPSA and HKS Campus Planning and Operations. Coordinates DPSA office moves, preparation of new-hire arrival, including telephone relocations and identifies and assists with furniture purchases. Ensures online directory and office signage are current.
• IT administrative support: Assist with department purchasing and deployment, as well as the IT inventory process. Participate in School?s IT Affinity Group and communicate updates as deemed necessary.
• Summer Program/Mason Fall Launch/Junior Summer Institute support: Support the MPA and MPP teams, respectively, for the Summer Program/MFL and JSI program; meeting all space/furniture needs, coordinating IT functionality, and hiring and onboarding instructors.
• Department administrative support: Assist in a variety of department-wide administrative support, such as assisting in coordination of department events and outings. Will also assist in the research and coordination of department trainings including attendance at potential trainings, scheduling, material reproduction, and distributing and collecting evaluations.
• Department communication: Will help to develop and maintain the DPSA Administration intranet page (Sharepoint platform) and communicate important administrative updates to department when necessary.
• Related duties as required, including but not limited to ordering of supplies, corporate card purchasing, and processing of minor financial transactions for core administrative team.

Basic Qualifications

Minimum of three years relevant administrative experience.

Additional Qualifications and Skills

• Strong computer skills including demonstrated intermediate level skills with MS Office Suite.
• Prior experience working with administrative and payroll functions of PeopleSoft, or the ability to master use of PeopleSoft within first three months of employment, is strongly preferred.
• Ability to handle highly confidential information with appropriate discretion and sensitivity required.
• Must have a professional demeanor and be able to relate well to people from very diverse backgrounds and be able to provide superior customer service and responsiveness to all while maintaining the highest degree of confidentiality.
• Excellent written and oral communication skills.
• Experience with Sharepoint and Harvard systems such as Buy2Pay and Sponsored Role Portal a plus.
• The successful candidate is one who is organized, thrives in a fun and professional environment, works with little supervision, and takes initiative to complete their own projects and tasks.
• College degree, strongly preferred.

Additional Information

Learn more about our work culture and see yourself at Harvard Kennedy School.

We regret that the Harvard Kennedy School does not provide visa sponsorship.
Harvard University requires pre-employment reference and background checks.
Harvard University is committed to supporting a healthy, sustainable learning and working environment.

This is a hybrid position based on our campus in Cambridge, MA. As a campus-based institution, we place a high value on the in-person experience, cross-team collaboration, and strong community building in order to create a vibrant campus for our students, faculty, staff, and research fellows. The position is required to work in-person on campus a minimum of three days per week during the academic year. Specific days and schedule will be determined between you and your manager. The health of our workforce is a priority for Harvard University. With that in mind, we strongly encourage all employees to be up-to-date on CDC-recommended vaccines.

Salary Range: $60,503 - $95,391

Note: Starting salaries typically fall in the lower half of the salary range; however, they are ultimately determined by the scope of the position, the candidate's relevant experience, and internal equity

Benefits

• Paid Time Off: 3-4 weeks of accrued vacation time per year (3 weeks for support staff and 4 weeks for administrative/professional staff), 12 accrued sick days per year, 12.5 holidays plus a Winter Recess in December/January, 3 personal days per year (prorated based on date of hire), and up to 12 weeks of paid leave for new parents who are primary care givers.
• Health and Welfare: Comprehensive medical, dental, and vision benefits, disability and life insurance programs, along with voluntary benefits. Most coverage begins as of your start date.
• Work/Life and Wellness: Child and elder/adult care resources including on campus childcare centers, Employee Assistance Program, and wellness programs related to stress management, nutrition, meditation, and more.
• Retirement: University-funded retirement plan with contributions from 5% to 15% of eligible compensation, based on age and earnings with full vesting after 3 years of service.
• Tuition Assistance Program: Competitive program including $40 per class at the Harvard Extension School and reduced tuition through other participating Harvard graduate schools.
• Tuition Reimbursement: Program that provides 75% to 90% reimbursement up to $5,250 per calendar year for eligible courses taken at other accredited institutions.
• Professional Development: Programs and classes at little or no cost, including through the Harvard Center for Workplace Development and LinkedIn Learning.
• Commuting and Transportation: Various commuter options handled through the Parking Office, including discounted parking, half-priced public transportation passes and pre-tax transit passes, biking benefits, and more.
• Harvard Facilities Access, Discounts and Perks: Access to Harvard athletic and fitness facilities, libraries, campus events, credit union, and more, as well as discounts to various types of services (legal, financial, etc.) and cultural and leisure activities throughout metro-Boston.

Work Format

About Harvard University Kennedy 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.

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