HR Coordinator

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Job description

Job-Specific Responsibilities

Reporting to the Assistant Director of Administration, Finance & Process Improvement, the HR Coordinator provides support to HR Business Partners and acts as liaison with other team members to assigned departments, supplying a wide range of HR support services. The HR Coordinator is an active contributor to the high-performing Human Resources service delivery team. The structure of this unit is one of a highly interactive team - with active sharing of information, solving of problems, and brainstorming on system/procedure changes.

Key Responsibilities:

• Resource to assigned departments for all HR information on policies and processes, benefits, and systems.
• Serves as the HR data processing expert on all HR transactions for existing staff. Submits job data changes via PeopleSoft.
• Supports processing of multiple payrolls: Faculty & Postdocs, Teaching Fellows/Graduate Research Assistants, Staff/Admin, and all temporary employees. Generates and analyzes standard reports for all payrolls from a variety of systems.
• Processes Quick Hire forms and collects appointment documentation for monthly and temporary workers.
• Identifies issues, independently researches potential solutions, and presents recommendations to HR Business Partners. Prepares, reviews, and analyzes employee data to support decision-making.
• Acts as subject matter expert on personnel processes and of multiple systems including MARS, PeopleSoft, Qlikview, and Time and Labor.
• Interacts with a variety of Harvard offices, seeking guidance on general questions and for the HRBPs as needed.
• Prepares and processes layoff and separation documentation in accordance with Harvard, State, and Federal Law and is responsible for coordinating final payouts.
• Participates in the maintenance of employee records through filing, file transfers, and routine file audits and archival.
• Responds to external & legal inquiries and correspondence.
• Supports the HR team's strategic priorities by assisting in special projects to update processes within the Department.
• Coordinates and conducts exit interviews and updates the exit interview database.
• Conducts salary reviews for all reclassified positions and for equity review requests from departments and makes recommendations to HRC's based on analysis.
• Updates and reviews visa information as needed.
• Facilitates the monthly HR Services Meetings and weekly HR Business Partner meetings.
• Provides backup to other HR Coordinators and administrative team members as necessary.

Basic Qualifications

3 years of related experience, preferably in an HR or academic setting is required. Education may be substituted for experience.

Additional Qualifications and Skills

Bachelor's degree preferred. Familiarity with PeopleSoft and payroll systems is preferred. Excellent organizational skills with particular ability to prioritize work in an environment with multiple and sometimes conflicting interests. Excellent customer service, verbal and written communication skills as well as a strong teamwork orientation. Exceptional attention to detail is a must. This position includes handling confidential information with the utmost discretion. Must have a working knowledge and proficiency of Microsoft Office, including Word and Excel. Excellent written and verbal communication skills necessary to document and present work outcomes and deliverables. Ability to organize/prioritize work, manage multiple tasks and projects, and function effectively as a self-directed leader of multiple initiatives. Excellent interpersonal skills including an exhibited ability to influence others, gather information from individuals and groups, build collaborative relationships and develop rapport both within HR and across the organization at all levels as well as experience working with subtle and/or complex institutional political dynamics.

Additional Information

This Staff role may start as a remote position due to the COVID-19 pandemic and while restrictions are still in place. The current remote nature of this role is considered temporary and may change as the University continues to evaluate options. While we continue to monitor the evolving COVID-19 guidelines, local on-campus work may be expected for some roles. Harvard Medical School does support flexible schedules, subject to individual departments' business needs.

Harvard requires COVID vaccination for all Harvard community members.Individuals may claim exemption from the vaccine requirement for medical or religious reasons. More information regarding the University's COVID vaccination requirement, exemptions, and verification of vaccination status may be found at the University's "COVID-19 Vaccine Information" webpage:

Please note that we are currently conducting a majority of interviews and onboarding remotely and virtually. We appreciate your understanding.

Harvard University offers an outstanding benefits package including:

• Time Off: 3 - 4 weeks paid vacation, paid holiday break, 12 paid sick days, 12.5 paid holidays, and 3 paid personal days per year.
• Medical/Dental/Vision: We offer a variety of excellent medical plans, dental & vision plans, all coverage begins as of your start date.
• Retirement: University-funded retirement plan with full vesting after 3 years of service.
• Tuition Assistance Program: Competitive tuition assistance program, incredibly affordable classes directly at the Harvard Extension School, and discounted options through participating Harvard grad schools.
• Transportation: Harvard offers a 50% discounted MBTA pass as well as additional options to assist employees in their daily commute.
• Wellness options: Harvard offers programs and classes at little or no cost, including stress management, massages, nutrition, meditation, and complementary health services.
• Harvard access to athletic facilities, libraries, campus events, and many discounts throughout metro Boston.

The Harvard Medical School is not able to provide visa sponsorship for this position.

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