Coordinator II (Hiring and Administrative Coordinator)

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 T.H. Chan School of Public Health?

The Harvard T.H. Chan School of Public Health is a world-renowned institution dedicated to advancing public health through cutting-edge research, education, and global collaboration. Our school is a special place to work because of its vibrant, mission-driven community, interdisciplinary approach, and commitment to addressing some of the most pressing health challenges worldwide. We foster a collaborative and inclusive work environment where innovation, continuous learning, and work-life balance are valued.

Learn more about the School’s mission, objectives, and core values, our Principles of Citizenship, and about the Dean’s AAA vision about our school’s ongoing strategic initiatives.

Job Summary:

The Department of Environmental Health at the Harvard T.H. Chan School of Public Health is seeking a Hiring & Administrative Coordinator to join the Department's central Administrative Team. The Department supports a community of more than 300 faculty, staff, students, researchers, academic appointees, temporary employees and contingent workers, and this position independently coordinates the hiring, appointment, immigration and offboarding processes for that population.

Reporting to the Assistant Director of Administration, the Hiring & Administrative Coordinator works independently with minimal supervision in a work environment of multiple and conflicting priorities. The incumbent is the Department's principal source of information on the policies of SPH Human Resources, the Office for Faculty Affairs, the Harvard International Office and the University's export control office, and is responsible for applying and explaining those policies to faculty, scholars and staff while keeping the Department in strict compliance with them. The incumbent anticipates and resolves problems independently and exercises judgment and discretion in handling highly confidential personnel information.

Job-Specific Responsibilities:

Job duties and responsibilities include, but are not limited to, the following:

• Hiring Coordination:
  • Independently coordinates the hiring process for staff, students, temporary employees, faculty and non-faculty academic appointees (Research Scientists, Research Associates, Visiting Scientists, Department Associates, Instructors and post-doctoral fellows)
  • Assists faculty and the Assistant Director of Administration with drafting position posting forms and supporting documentation
  • Where position approval is required, works with faculty and the Assistant Director of Administration to prepare exception justification forms and submits them through the appropriate channels for approval, tracking each submission through to decision
  • Liaises with SPH Human Resources and hiring managers to ensure compliant hiring practices across the Department
• Onboarding:
  • Arranges onboarding, including Equifax clearance, I-9 completion with the Central I-9 team, IT account setup, Harvard keys and ID badges
  • Orders equipment for new staff and academic appointees and coordinates with Facilities to ensure workspace is prepared in advance of the start date
• Academic Appointments, Harvard Sponsored Roles and Personnel Actions:
  • Serves as the Department's liaison with the Office for Faculty Affairs (OFA) for all academic positions, and processes all academic appointments and reappointments, including unpaid appointments for department associates
  • Coordinates and processes all Harvard Sponsored Role (HSR) requests for the Department, from initial request through approval and account setup
  • Ensures employees on term appointments are renewed or terminated appropriately
  • Processes all actions related to raises, promotions, supervisor changes and bonuses for staff, academic appointees and faculty
  • Submits all hiring and termination actions in Wasabi and Fieldglass for staff, temporary employees, faculty, non-faculty academic appointees, researchers and contingent workers
• Visa Processing and International Scholar Compliance:
  • Collaborates with the University's export control office, SPH Human Resources, the Central I-9 team, the Office for Faculty Affairs and the Harvard International Office (HIO) on all visa-related requests, coordinating each request across those offices from inception to completion
  • Obtains export control approval for all international scholars seeking to work with the Department as academic appointees or through a Harvard Sponsored Role
  • Applies and explains HIO, immigration and export control requirements to faculty advisors and scholars and maintains strict compliance with them
• Offboarding, Records and Department Support:
  • Coordinates terminations and ensures proper off-boarding processes are completed; coordinates leaves of absence and related actions
  • Organizes and oversees administrative systems and procedures relating to attendance record-keeping
  • Provides administrative and events support for department seminars, MELD seminars and department retreats
  • Performs other duties as assigned

PLEASE NOTE: This position has a term appointment of two years from the date of hire with the possibility of extension.

PLEASE NOTE: This is a hybrid position based in Boston, MA, with three days per week remote. Additional details will be discussed during the interview process.

Basic Qualifications:

• 5+ years of relevant experience is required; a combination of education and experience may be considered

Additional Qualifications and Skills:

• Bachelor's degree
• SHRM, HRCI or other industry-related certification is a plus
• Previous experience in an academic or research environment is a strong plus
• Prior experience in coordinating complex administrative tasks
• Prior experience in recruitment, hiring or human resources preferred
• Experience interacting diplomatically and professionally with all levels of staff, faculty, and internal and external contacts
• Experience working effectively both independently and as part of a team
• Strong analytical and problem-solving skills, and aptitude for thinking on your feet and learning quickly
• Strong organizational skills and meticulous attention to detail
• Strong assessment skills; discerns and executes what is needed to obtain quality results
• Excellent communication, interpersonal, writing and editing skills
• Experience consistently meeting deadlines and maintaining a sense of urgency
• Experience handling multiple responsibilities in a fast-paced environment with frequent interruptions
• Experience being proactive in the workplace, prioritizing tasks, taking initiative, and handling confidential information in an appropriate manner
• Maintains a strong sense of personal responsibility and a positive attitude

• Appointment End Date: Two years from date of hire
• 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

Join the Harvard T.H. Chan School of Public Health to support our mission of health research and education, and to be a part of the oldest institution of higher learning in the country!

--------------------

• The Harvard T.H. Chan School of Public Health does not provide visa sponsorship, now or in the future, for staff positions.
• Harvard University requires pre-employment reference checks and background screenings.
• This position has a 90 day orientation and review period. The O&R period will be waived for any internal Harvard employee transfers.

--------------------

The health of our workforce is a priority for Harvard University. With that in mind, we strongly encourage all employees to be up to date on CDC-recommended vaccines.

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

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

• 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.