HR Coordinator (two year term position)

Harvard University; Cambridge (MA); On-site; USD 70,000 - 90,000; Full time

Job summary

Harvard University is seeking an HR Coordinator in Cambridge to support onboarding, payroll interfaces, and HR operations within the Central Administration. The role focuses on providing a positive employee experience and ensuring smooth HR processes across departments.

You will collaborate with the HR Consulting team, manage intake inquiries, maintain HRIS data, generate reports, and assist with annual salary processes.

Qualifications

• Experience supporting HR operations and employee lifecycle processes.
• Knowledge of HRIS systems and data reporting.
• Strong communication and coordination skills.

Responsibilities

• Coordinate onboarding and offboarding logistics, including eligibility checks and payroll setup.
• Answer questions from managers and staff; manage meeting scheduling and interviews.
• Maintain HRIS data in PeopleSoft, Aurora, and reporting systems; generate census reports.
• Prepare letters and documents, including title changes, extensions, and separation drafts.
• Administer unemployment claims, extended part-time employee programs, and Harvard-wide programs.

Skills

HR Operations

Onboarding

Payroll

HRIS

Reporting

Dashboarding

Tools

PeopleSoft

Smart Recruiters

Aurora

QlikView

Job description

Company Description

By working at Harvard University, you join a vibrant community that advances Harvard's world-changing mission in meaningful ways, inspires innovation and collaboration, and builds skills and expertise. We are dedicated to creating a diverse and welcoming environment where everyone can thrive.

Why join Harvard University Central Administration?

Harvard University's Central Administration (CADM) is a 5,000+ employee organization that supports the university's overall excellence by understanding and serving the needs of its schools, students, faculty, staff, alumni, and surrounding communities. Through dynamic and collaborative partnerships, CADM provides high-quality and efficient services to the schools to help them achieve their goals.

Job Description

Job Summary: Are you energized by helping people navigate their employee journey and keeping HR operations running smoothly? Join our HR team as an HR Coordinator, in which you will play a central role in ensuring a positive experience for new hires, current employees, and department leaders. This position is ideal for someone who thrives in a collaborative environment, enjoys problem solving, and is eager to grow their HR skill set while supporting a wide range of operational needs. This role is a key member of the HR Consulting team within Central Administration.

This is a two year time-limited position from the date of hire.

Job-Specific Responsibilities

• On/Offboarding Logistics

  • Send onboarding information to new hires regarding I9 employment eligibility requirements and follow up as needed (benefits eligible, Harvard payrolled -contingent (temps), and student workers).

  • Send onboarding/offboarding checklists to new employees and hiring managers/department administrators.

  • Provide guidance on hiring contingent labor including student workers and workers hired through the “managed service provider”.

  • Track paperwork completion and manage record retention.

  • Process HR actions.Interface with payroll.

• Primary Intake

  • Answer eligibility, interpretation, and procedural questions from managers and staff; escalated to HR Consultants as appropriate.

  • Manage appointment scheduling, including one-on-one meetings, team meetings, new hire meetings, “stay” interviews, and exit interviews.

  • Responsible for answering and responding to materials received via the HR email inbox, fax line, and main telephone line.

• HRIS/Reporting/Payroll interface

  • Maintain deep knowledge of position creation/tracking and job posting systems (PeopleSoft, Smart Recruiters); act as a frontline resource to managers and educate on position tracking.

  • Prepare actions in systems (PeopleSoft and Aurora) for various changes to people, positions, and appointments.

  • Upload, edit, and submit job descriptions in PeopleSoft and Smart Recruiters as applicable.

  • Create performance appraisal documents and new hire orientation forms in PeopleSoft.

  • Provide HRIS support using QlikView and PeopleSoft to generate monthly census reports and respond to adhoc reporting needs.

  • Create dashboards and metrics for multiple client groups to support evidence-based decision making.

  • Develop annual salary increase forms (including information on direct reports, prior bonuses, current salary, and performance ratings).

  • Provide reports for clients as needed.

• Pro forma and Nonstandard Letters/Document Preparation

  • Draft and send confirmation of title changes, grade changes, and extension letters using approved templates.

  • Prepare initial drafts of separation agreements and layoff materials. Provide project coordination and development of issues flags for escalation.

• Program administration

  • Unemployment Administration: Upon vendor notification, prepare and submit unemployment claims; coordinate with HR Consultants and payroll as needed.

  • Extended Part-Time Employee Administration: Annual messaging and outreach to impacted employees.

  • Harvard-wide programs: Point of contact and coordinator for the Summer Youth Employment Program, provide administrative support to various other programs.

• Oversight of