Rapid Response Administrative Coordinator

Harvard University, Faculty of Arts & Sciences; Cambridge (MA); Hybrid; USD 70,000 - 90,000; Full time

Job summary

Harvard University’s Faculty of Arts and Sciences seeks a Rapid Response Administrative Coordinator to process transactional requests in Harvard's administrative/financial systems for the FAS community. The role provides temporary project support, such as data analysis, process recommendations, and reporting findings to project and team leads.

This is a 6-month term position reporting to the Manager of Training and Education.

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.
• Run regular financial, HR, payroll, and T&E reports.
• Provide transaction assistance during periods of high-volume activity.
• Investigate issues related to business process change and provide recommendations.
• Document standard operating procedures and maintain library of help materials.

Skills

Strong organizational skills

Communication and relationship

Discretion and diplomacy

Customer service

Independent & team work

Education

Bachelor’s degree preferred

Tools

Microsoft Excel

Microsoft Word

PowerPoint

SharePoint

Outlook

Adobe Acrobat

Zoom

Webex

Microsoft Teams

Job description

Company Description

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

Why join the Harvard Faculty of Arts and Sciences?

The Faculty of Arts and Sciences (FAS) is the historic heart ofHarvard University. It is the home of Harvard’s undergraduateprogram (Harvard College, founded in 1636) as well as all ofHarvard’s Ph.D. programs (the Harvard Kenneth C. Griffin GraduateSchool of Arts and Sciences, founded in 1872), Harvard Athleticsand the Division of Continuing Education. The 40 academicdepartments and 30+ centers of the FAS support a communityunparalleled in its academic excellence across the broadest rangeof liberal arts and sciences disciplines. Together, the FAS seeksto foster an environment of ambition, curiosity and sharedcommitment to knowledge and truth that elicits excellence from allmembers of our community and prepares the next generation ofleaders through a transformative educational experience.

Job Description

Job Summary:

The Rapid Response Administrative Coordinator is responsible forprocessing transactional requests in Harvardadministrative/financial systems from the FAS community. This rolewill also provide temporary project support such as analyzing data,making recommendations about administrative processes, andreporting findings to project and team leads. This is a 6-monthterm position reporting to the Manager of Training and Education inAdministrative Operations.

Job-Specific Responsibilities:

Administrative Systems Support

• Complete transactional activities and provide businesscontinuity to systems requiring continuous coverage, such as HR,payroll, finance, purchasing, and expense reimbursements during anddirectly after the transition period
• Run regular financial, HR, payroll, and T&E reports toensure business operations are running as expected foradministrative groupings requiring interim support
• Provide transaction assistance during periods of high-volumeactivity throughout the academic calendar (e.g. student hires for anew term, reappointments at term close)
• Answer incoming inquiries and requests for assistance;follow-up or esc ...

Short-term business process changes project support

• Investigate issues related to business process change. Providerecommendations for change to team lead
• Review administrative system data to assess gaps, documentrequired changes, present information to team or project lead
• Document standard operating procedures, updates to businessprocesses, or create and maintain library of community helpmaterials such as job aids, checklists, templates, or processdocuments.
• Provides regular updates to team or project lead on status ofassignment/projects. Documents lessons learned from supportassignments. Performs other related duties as required

Working Conditions:

Hybrid office environment: this position will be based inCambridge, MA and there is an expectation of some workdays per weekon campus to meet client department needs. Individual flexible andremote work options for this role will be discussed during theinterview process.

Physical Requirements:

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

Qualifications

Basic Qualifications:

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

Additional Qualifications and Skills:

Bachelor’s degree preferred.

• Prior experience with some Harvard administrative and financialsystems, 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 sensitiveinquiries
• 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 acceptnew roles and quickly master new skills
• Computer and web-based skills, including proficiency withMicrosoft Excel, Word, PowerPoint, SharePoint and Outlook.Experience with Adobe Acrobat, hybrid meeting technology (Zoom,Webex, or Microsoft Teams), calendar management tools, and internalchat (Teams, Slack)

Additional Information

• Appointment End Date: This is a 6-month termposition
• Standard Hours/Schedule: 35 hours per week
• Visa Sponsorship Information: Harvard University isunable 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 thisposition

Work Format Details

This position has been determined by school or unit leaders thatsome of the duties and responsibilities can be effectivelyperformed at a non-Harvard location. The work schedule and locationwill be set by the department at its discretion and based uponoperational needs. When not working at a Harvard orHarvard-designated location, employees in hybrid positions mustwork in a Harvard registered state in compliance with theUniversity’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 priorto employment.

Salary Grade and Ranges

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

Benefits

Harvard offers a comprehensive benefits package that is designed tosupport a healthy work-life balance and your physical, mental andfinancial wellbeing. Because here, you are what matters. Ourbenefits include, but are not limited to:

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

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

EEO/Non-Discrimination Commitment Statement

Harvard University is committed to equal opportunity and non-discrimination . We seek talentfrom all parts of society and the world, and we strive to ensureeveryone at Harvard thrives. Our differences help our communityadvance Harvard's academic purposes.

Harvard has an equal employment opportunity policy that outlines our commitment to prohibiting discrimination on thebasis of race, ethnicity, color, national origin, sex, sexualorientation, gender identity, veteran status, religion, disability,or any other characteristic protected by law or identified in theuniversity's non-discrimination policy . Harvard'sequal employment opportunity policyand non-discrimination policy help allcommunity members participate fully in work and campus life freefrom harassment and discrimination.