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Harvard University Program Coordinator in Cambridge, Massachusetts

55630BRAuto req ID:55630BRJob Code:403040 Coordinator II Location:USA - MA - Boston Business Title:Program Coordinator for Academic AppointmentsSub-Unit:------------ Salary Grade ( :055Time Status:Full-time Union:55 - Hvd Union Cler & Tech Workers Basic Qualifications:Five or more years of related experience. Education beyond high school may count toward experienceAdditional Qualifications and Skills:Bachelor's degree and experience with staff and academic appointment processes preferred. Experience in an academic institution in a similar role strongly preferred. Interest in science or medicine a plus. Successful candidate must demonstrate proficiency with all Microsoft Office tools, including use of Excel, ability to navigate enterprise applications, adaptability with web-based tools. Competencies in all areas of job responsibilities with the ability to deliver results of high quality in a fast-paced, high-energy and changing work environment with minimum supervision. Harvard University experience or knowledge of systems a plus. Must be able to take initiative and have the ability to multi-task and move easily among varied work projects. A self-described people person with excellent interpersonal and communication skills, resulting in an invested interest in building a community. Must be pro-active and detail oriented, exhibit sound judgment, and have excellent organizational, problem-solving, and time management skills; pushing projects to completion in a timely manner. Ability to handle complex, confidential and sensitive material/information in a professional manner. Must be able to work as part of a team, as well as independently is essential.Additional Information: This Staff role may start as a remote position due to the COVID-19 pandemic and while restrictions are still in place. The current remote nature of this role is considered temporary and may change as the University continues to evaluate options. While we continue to monitor the evolving COVID-19 guidelines, local on-campus work may be expected for some roles. Harvard Medical School does support flexible schedules, subject to individual departments’ business needs.

Harvard will require COVID vaccination for all Harvard community members who will have any on-campus presence. Individuals may claim exemption from the vaccine requirement for medical or religious reasons. More information regarding the University’s COVID vaccination requirement and exceptions may be found at the University’s “COVID-19 Vaccine Information” webpage:

Please note that we are currently conducting a majority of interviews and onboarding remotely and virtually. We appreciate your understanding.

We are committed to cultivating an inclusive workplace culture of faculty, staff, and students with diverse backgrounds, styles, abilities, and motivations. We appreciate and leverage the capabilities, insights, and ideas of all individuals. Harvard Medical School Mission and Community Values (

Harvard University offers an outstanding benefits package including:

  • Time Off: 3 - 4 weeks paid vacation, paid holiday break, 12 paid sick days, 12.5 paid holidays, and 3 paid personal days per year.

  • 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, incredibly affordable classes directly 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 complementary health services.

  • Harvard access to athletic facilities, libraries, campus events, and many discounts throughout metro Boston.

    The Harvard Medical School is not able to provide visa sponsorship for this position.

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Department:Harvard Program in Therapeutic Science (HiTS)Pre-Employment Screening:Criminal, IdentitySchedule:35 hours/week | Monday-Friday | 9:00am-5:0pmJob Function:General Administration Job-Specific Responsibilities:Program Appointment Services and Talent Development:

The HR Administrative Coordinator (Coordinator) will serve as the program’s primary repository of information and first point of contact for most personnel services including staffing, appointments, and benefits. They will consult with, advise and provide administrative support to HiTS faculty, also supporting academic appointments, visiting appointments and staff positions.

The Coordinator must work with a high level of independence, but be able to partner with the HiTS Administrative and Lab Operations teams, HMS Office of Human Resources, Harvard International Office (HIO) and other University wide departments, ensuring the program is in compliance with financial and human resource policies, visa guidelines and lab safety. Drafts, updates and shares workflow documentation. Owns the process for letters of appointment, providing HUIDs, visa related documents, and others. Organizes and implements administrative systems including the Complete List of Appointments and Visas, Evacuation List, Listserv and Intranet. . Maintains up-to-date filing and personnel files.

Processes post-doctoral, associate, and research associates appointments. Generates all paperwork to process changes for all employee types with regards to status and/or payroll. May process and approve financial and payroll transactions as needed. Coordinates the application of visas for individuals in the program and for those visiting/traveling from other countries, as well as tracks and extends existing visas. Interprets and communicates visa policies and procedures for all appointments by acting as the administrative contact with the Harvard International Office.

Leads the on-boarding and off-boarding of all individuals into/out of the program by assisting with the required payroll documents, scheduling meetings, etc. Creates initial electronic personnel file for all research appointments.

Professional Development of Research Staff:

Since HiTS is not a department and enjoys the membership of faculty and researchers from many Boston-area institutions, we provide a high level of service and community engagement. The Coordinator will have cradle-to-grave engagement with all HiTS members and although not expected to be a scientist, the Coordinator should understand each person’s role, which research projects they are involved in, and how they relate to other HiTS members. The Coordinator will use this information when scheduling meetings, assigning seminars or presentations and communicating with HiTS leadership. Since HiTS research teams are fluid, the Coordinator is expected to recognize when a new team or subgroup is forming and assist the team in determining how often to meet and who should set the agenda. This positions the Coordinator as the keystone of the community and with primary responsibility for the quality of engagement that HiTS member’s experience.

In addition, the Coordinator with work with the Head of Operations and the Executive Director to create and maintain a series of formal and informal training opportunities for HiTS member’s professional development. This will include invited speakers, tailored workshops and other bespoke programming at the interface of business and research skills. The Coordinator will draw on their personal knowledge of the HiTS community to tune and progress these events.

Oversight of HiTS HR data:

We have implemented a software as a service, BambooHR, to facilitate the management of HR data. The Coordinator is responsible to ensuring all PeopleSoft data changes are reflected in this HiTS managed tool.

Events Management:

The Coordinator will provide support to event staff when needed. Other responsibilities as required.School/Unit:Harvard Medical School 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.