Location: USA - MA - Cambridge
The HR Coordinator is an integral member of the Division of Continuing Education's (DCE) HR team, providing a wide range of HR support to DCE staff and managers across all levels and departments. This highly visible role reports to the DCE HR Manager and is the first point of contact for DCE Staff. In this role, the HR Coordinator handles onboarding and offboarding of staff, the processing, tracking, and reporting of HR data, and administrative HR support to DCE's summer school. This collaborative role will work with Payroll, Administration & Finance, Administrative IT, Office of the Dean, and the Summer School, and may also interact with Harvard's Union of Clerical and Technical Workers (HUCTW), Harvard's University IT (HUIT), the Office of Labor and Employee Relations (OLER) and the Benefits Office.
The HR Coordinator processes all employee HR transactions for DCE by creating and submitting action changes for approval in HRIS systems such as PeopleSoft, Aurora, and MIDAS and will also need to stay current on HR policies including those which pertain to HUCTW, OLER, Contingent Workforce, Payroll, and Human Resources.
Key areas and responsibilities include:
Onboarding and Offboarding
Responsible for the onboarding/offboarding process of all staff, temporary employees, and contractors. Collect required paperwork and process and provide outreach and troubleshoot any related issues with FAS HR, Talent Acquisition, Central, DCE Payroll, and FAS Payroll. Coordinate with hiring managers, Facilities, and Administrative IT to ensure all needs are met for onboarding and offboarding.
Using Salesforce, JIRA, and Confluence, and coordinating with other internal departments, streamline and troubleshoot the onboarding and offboarding workflows for staff, temporary employees, and contractors.
Administrative and Reporting
Responsible for all administrative and logistical tasks and a point of contact for receiving, managing, and responding to all human resources requests DCE-wide, little to no oversight. Triage with multiple stakeholders on priorities of certain request.
Uses multiple HRIS to process a range of administrative actions from hiring staff and temporary employees, to job data changes, and terminations. Maintain staffing database and keep track of any term appointments or temporary employee end dates. Administrative responsibilities such as letter creation and distribution, personnel file management, org chart management.
Create and maintain tracking reports and create reports from different databases. Assist in designing a system for updating and reporting progress.
Update information on Confluence pages on HR-related topics to share with DCE staff
Oversee the Above and Beyond program, a recognition program where employees can nominate one another. Also oversee the One Year Project, for managers to recognize those reaching one year anniversaries on new positions and promotions.
Summer School CORI/SORI
Meet and discuss with each summer program on timelines and expectations for upcoming summer school programs on a 6-month background screening process. Review all responsible adults working the summer school program and identify who needs to be background screened.
Responsible for reporting and communicating regular updates to stakeholders (Program Managers, Payroll Department, FAS HR) throughout process. Will process iCORIs and send HireRight invitations.
General experience with HRIS systems
Minimum of five years administrative/HR experience
Experience in Microsoft Office
Education beyond high school may count toward experience
Additional Qualifications and Skills
- Bachelor's degree preferred or equivalent work experience
Project management, document control, and organizational skills
Strong attention to detail, high level of accuracy is critical
Ability to work in a fast-paced environment
Excellent interpersonal and communication skills
Familiarity with HRIS systems (e.g. Aurora, PeopleSoft, MIDAS, Qlikview, Position Request Portal, Harvard Sponsored Role)
Experience in higher education or Human Resources environment
Demonstrated ability to be flexible in executing tasks based on shifting priorities
Ability to handle complex and confidential information with discretion
Ability to work independently with minimal supervision
The health of our workplace is a priority for Harvard University. With that in mind we strongly encourage all employees to be up-to-date on DCD-recommended vaccines.
This position will be based in Cambridge, MA. DCE is currently trialing hybrid workplace models with a minimum of 2 days per week on campus. DCE may adjust these as necessary or appropriate.
The Faculty of Arts and Sciences will not provide visa sponsorship for this position.
A cover letter is highly encouraged for consideration.
The Division of Continuing Education (DCE) comprises several entities serving about 30,000 students annually. The Harvard Extension School, the Harvard Summer School, the Harvard Professional Development Programs and the Harvard Institute for Learning in Retirement allow Harvard to serve the learning needs of students across their life. For more than a century, Harvard Extension School has made Harvard faculty and teaching accessible to a diverse community of local, national, and international students. Harvard Extension School enrolls approximately 17,000 students per year in approximately 46 graduate and undergraduate liberal arts and professional fields. More than 1,500 open enrollment courses are offered year-round with over 600 available online are offered at affordable prices to our communities across the world. Harvard Summer School offers approximately 450 courses on the Harvard Campus to 11,000 secondary school, college and adult learners and more than 30 international study abroad programs for up to 600 students each summer. The Division also includes the Harvard Institute for Learning in Retirement with approximately 550 active members and Harvard Professional Development Programs offering nearly 130 short noncredit programs to more than 3,000 participants annually.
All formal offers will be made by FAS Human Resources.
Harvard offers an outstanding benefits package including:
Time Off: 3 - 4 weeks paid vacation, paid holiday break, 12 paid sick days, 11.5 paid holidays, and 3 paid personal days per year; prorated for part-time employees
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, $40 per class 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 complimentary health services.
Harvard access to athletic facilities, libraries, campus events and many discounts throughout metro Boston.
We invite you to visit Harvard's Total Rewards website
to learn more about our outstanding benefits package, which may include:
- 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.
Hybrid (partially on-site, partially remote)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.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.
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About Harvard University Faculty of Arts and Sciences
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.