Rapid Response Administrative Coordinator

Harvard University; Cambridge (MA); Hybrid; USD 60,000 - 75,000; Full time

Benefits offered by this job

Generous paid time off

Medical, dental, and vision insurance

Tuition assistance

Job summary

Harvard University in Cambridge, MA is seeking a Rapid Response Administrative Coordinator for a 6-month term. The role provides transactional support across HR, payroll, finance, purchasing, and expenses, with project support in process changes.

Hybrid work requires some campus presence, reporting to Administrative Operations Manager. Ideal candidates have 5+ years of admin experience; a Bachelor’s degree is preferred.

Qualifications

• Minimum of five years of administrative experience.
• Education beyond high school may count toward experience.
• Bachelor’s degree preferred.

Responsibilities

• Complete transactional activities and provide business continuity to systems during and after transition periods (HR, payroll, finance, purchasing, reimbursements).
• Run regular financial, HR, payroll, and T&E reports to ensure operations run smoothly.
• Provide transaction assistance during high-volume periods (e.g., student hires, term close).
• Document SOPs and create/maintain help materials and templates.

Skills

Administrative systems

Data analysis

Communication

Discretion

Customer service

Time management

Excel

PowerPoint

SharePoint

Outlook

Team collaboration

Education

Bachelor’s degree preferred

Tools

Oracle

Aurora

PeopleSoft

Buy2Pay

Concur

HART

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 the Harvard Faculty of Arts and Sciences?

The Faculty of Arts and Sciences (FAS) is the historic heart of Harvard University. It is the home of Harvard’s undergraduate program (Harvard College, founded in 1636) as well as all of Harvard’s Ph.D. programs (the Harvard Kenneth C. Griffin Graduate School of Arts and Sciences, founded in 1872), Harvard Athletics and the Division of Continuing Education. The 40 academic departments and 30+ centers of the FAS support a community unparalleled in its academic excellence across the broadest range of liberal arts and sciences disciplines. Together, the FAS seeks to foster an environment of ambition, curiosity and shared commitment to knowledge and truth that elicits excellence from all members of our community and prepares the next generation of leaders through a transformative educational experience.

Job Description

Job Summary

The Rapid Response Administrative Coordinator is responsible for processing transactional requests in Harvard administrative/financial systems from the FAS community. This role will also provide temporary project support such as analyzing data, making recommendations about administrative processes, and reporting findings to project and team leads. This is a 6-month term position reporting to the Manager of Training and Education in Administrative Operations.

Administrative Systems Support

• Complete transactional activities and provide business continuity to systems requiring continuous coverage, such as HR, payroll, finance, purchasing, and expense reimbursements during and directly after the transition period
• Run regular financial, HR, payroll, and T&E reports to ensure business operations are running as expected for administrative groupings requiring interim support
• Provide transaction assistance during periods of high-volume activity throughout the academic calendar (e.g. student hires for a new term, reappointments at term close)
• Answer incoming inquiries and requests for assistance; follow-up or elevate to supervisor or functional unit partner as needed

Short-term business process changes project support

• Investigate issues related to business process change. Provide recommendations for change to team lead
• Review administrative system data to assess gaps, document required changes, present information to team or project lead
• Document standard operating procedures, updates to business processes, or create and maintain library of community help materials such as job aids, checklists, templates, or process documents.
• Provides regular updates to team or project lead on status of assignment/projects. Documents lessons learned from support assignments. Performs other related duties as required

Working Conditions

Hybrid office environment: this position will be based in Cambridge, MA and there is an expectation of some workdays per week on campus to meet client department needs. Individual flexible and remote work options for this role will be discussed during the interview process.

Physical Requirements

Sitting and using near vision for reading and computer work for extended periods of time.

Qualifications

Basic Qualifications

• Minimum of five years of administrative experience. Education beyond high school may count toward experience.

Additional Qualifications and Skills

Bachelor’s degree preferred.

• Prior experience with some Harvard administrative and financial systems, including: Oracle, Aurora, PeopleSoft, Buy2Pay, Concur, and HART; knowledge of operating in the General Ledger
• Strong organizational skills and attention to detail
• Strong communication and relationship management
• High level of discretion and diplomacy in handling sensitive inquiries
• Excellent customer service skills are critically important
• Ability to work independently and cooperatively within a team, to manage and prioritize multiple tasks successfully, and to accept new roles and quickly master new skills
• Computer and web-based skills, including proficiency with Microsoft Excel, Word, PowerPoint, SharePoint and Outlook. Experience with Adobe Acrobat, hybrid meeting technology (Zoom, Webex, or Microsoft Teams), calendar management tools, and internal chat (Teams, Slack)

Additional Information

• Appointment End Date: This is a 6-month term position
• Standard Hours/Schedule: 35 hours per week
• Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position
• Pre-Employment Screening: Identity, Criminal
• Other Information:
• All formal offers will be made by FAS Human Resources.

There are multiple openings associated with this position

Work Format Details

This position has been determined by school or unit leaders that some of the duties and responsibilities can be effectively performed at a non-Harvard location. The work schedule and location will be set by the department at its discretion and based upon operational needs. When not working at a Harvard or Harvard-designated location, employees in hybrid positions must work in a Harvard registered state in compliance with the University’s Policy on Employment Outside of Massachusetts. Additional details will be discussed during the interview process. Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

Salary Grade and Ranges

This position is salary grade level 055. Please visit Harvard's Salary Ranges to view the corresponding salary range and related information.

Benefits

• Generous paid time off including parental leave
• Medical, dental, and vision health insurance coverage starting on day one
• Retirement plans with university contributions
• Wellbeing and mental health resources
• Support for families and caregivers
• Professional development opportunities including tuition assistance and reimbursement
• Commuter benefits, discounts and campus perks

Learn more about these and additional benefits on our Benefits & Wellbeing Page.

EEO/Non-Discrimination Commitment Statement

Harvard University is committed to equal opportunity and non-discrimination. We seek talent from all parts of society and the world, and we strive to ensure everyone at Harvard thrives. Our differences help our community advance Harvard's academic purposes.

Harvard has an equal employment opportunity policy that outlines our commitment to prohibiting discrimination on the basis of race, ethnicity, color, national origin, sex, sexual orientation, gender identity, veteran status, religion, disability, or any other characteristic protected by law or identified in the university's non-discrimination policy. Harvard's equal employment opportunity policy and non-discrimination policy help all community members participate fully in work and campus life free from harassment and discrimination.