Administrative Coordinator, Finance and Human Resources

Harvard University • Cambridge, MA

426d • Remote

About The Position

The Administrative Coordinator for Finance and Human Resources at Harvard University's Mignone Center for Career Success plays a crucial role in supporting the administrative functions related to finance, human resources, and office management. This position is responsible for managing a wide range of tasks, including financial administration, HR coordination, and general office management, while working independently and efficiently in a dynamic environment. The coordinator will report to the Assistant Director of Administration and may oversee support staff and student employees.

Requirements

• A college degree preferred, or equivalent education plus relevant experience.
• Five or more years of related experience, with education beyond high school counting toward experience.
• Excellent organizational skills with the ability to prioritize work in a conflicting environment.
• Proven project and/or program management skills with the ability to work independently.
• Strong interpersonal, communication, and problem-solving skills.
• Experience maintaining confidentiality and using initiative/judgment and tact/discretion.
• Experience using Excel spreadsheets, financial and HR databases, Office 365, SharePoint, and related platforms.

Responsibilities

• Provide financial administrative work for a large, complex budget.
• Monitor costs and reconcile departmental funds using Harvard financial database systems.
• Prepare reports to track and forecast expected income.
• Manage check, ACH, and Wire requests/processing for income-generating events.
• Resolve billing discrepancies and refund requests.
• Manage billing and payment processes including invoices, reimbursements, and credit vouchers.
• Maintain departmental vendor relationships and handle order and billing-related questions.
• Process student stipends/grants and create/process journals.
• Create and maintain internal tracking Excel spreadsheets for budgetary planning purposes.
• Coordinate HR administrative tasks for a team of 27 FTE staff plus student and temporary employees.
• Promote staff engagement events and coordinate HR searches including posting positions and tracking applicants.
• Coordinate performance management processes and onboarding/offboarding of staff and students.
• Organize and maintain office technology inventories and supplies, and manage financial and HR files.
• Participate in office-wide events and perform other administrative responsibilities as needed.

Benefits

• 3-4 weeks of accrued vacation time per year (3 weeks for support staff and 4 weeks for administrative/professional staff)
• 12 accrued sick days per year
• 12.5 holidays plus a Winter Recess in December/January
• 3 personal days per year (prorated based on date of hire)
• Up to 12 weeks of paid leave for new parents who are primary caregivers
• Comprehensive medical, dental, and vision benefits
• Disability and life insurance programs
• Child and elder/adult care resources including on-campus childcare centers
• Employee Assistance Program and wellness programs
• University-funded retirement plan with contributions from 5% to 15% of eligible compensation
• Tuition Assistance Program including $40 per class at the Harvard Extension School
• Tuition Reimbursement Program providing 75% to 90% reimbursement up to $5,250 per calendar year
• Professional Development programs and classes at little or no cost
• Various commuter options including discounted parking and public transportation passes
• Access to Harvard athletic and fitness facilities, libraries, campus events, and discounts on services and activities.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Industry: Educational Services
• Education Level: High school or GED