Administrative Staffing and International Affairs Coordinator RESEARCH NEUROLOGY

Mass General Brigham•Boston, MA

10d•$19 - $27•Remote

About The Position

The Brigham and Women’s Hospital, Inc. Mass General Brigham relies on a wide range of professionals, including doctors, nurses, business people, tech experts, researchers, and systems analysts to advance our mission. As a not-for-profit, we support patient care, research, teaching, and community service, striving to provide exceptional care. We believe that high-performing teams drive groundbreaking medical discoveries and invite all applicants to join us and experience what it means to be part of Mass General Brigham. Job Summary The Brigham and Women’s Hospital, Department of Neurology (DoN) is a Harvard Medical School Affiliated Academic Department comprised of 16 Divisions. The Neurology Research portfolio includes 205 Faculty, 125 Research Fellows, 200 Support Staff, 140 Extended Workers, 125 visa holders. Working in collaboration with the Director of Neurology Research Faculty, Fellow and Staffing Affairs (NRSA) and the NRSA Team Lead, within the Neurology Research Administration Central Office, the NRSA Staffing Coordinator will function in a fully remote environment as an integral member of the Neurology Research Staffing Affairs (NRSA) Office as well as the DoN research community at large. The NRSA Coordinator will hold shared responsibility with a colleague to process requirements associated with: onboarding, offboarding, orientations, and reappointment for incoming, existing and departing staff members at all levels. Additionally, the NRSA Coordinator will hold shared responsibility with a colleague to process J-1 & H-1B visa applications for both international employees and Extended Workers. A successful candidate will have a mature, positive, and helpful nature, will bring enthusiasm, pointed attention to detail, customer service and commitment to administrative work and will be able to work in a remote team that encompasses a dynamic and fast-paced environment.

Requirements

High School Diploma or Equivalent Required
Administrative experience with increasing level of responsibility and independence, preferably in a culturally diverse setting, minimum 2 years required.
Discretion, sensitivity, judgement and confidentiality required.
Must possess strong interpersonal skills to effectively communicate with cross functional teams including staff at all levels of the organization.
Ability to successfully negotiate and collaborate with others of different skill sets, backgrounds and levels internal and external to the organization.
Strong organizational skills and attention to detail are required.
Ability to prioritize effectively, multitask, problem solve and work within established protocols and systems.
Strong knowledge of the Microsoft Office suite, including Word, Excel, PowerPoint, and Outlook.
Seeking a team member that works well in a group but also with autonomy.

Nice To Haves

Bachelor's Degree Related Field of Study Strongly Preferred
Knowledge of visa guidelines and applications preferred but not required.
Knowledge of onboarding staff preferred but not required.

Responsibilities

Maintains a close working relationship with DoN recruiting supervisors, DoN Research Finance, DoN research administrative support for Labs/Divisions, incoming applicants, NRSA Director & NRSA Team Lead, as well as several Central Offices to on/offboard staff members.
Serves as the departmental point of contact for the BWH HRProStaff Central Office.
Serves as the departmental point of contact for the BWH Talent Acquisition Central Office.
Serves as the departmental point of contact for the BWH Extended Workforce Central Office (EW).
Processes monthly stipends for EW Research Students.
Serves as the departmental point of contact for the Office for Global Professionals and Scholars (GPS) and the Harvard International Office (HIO) Central Offices.
The Coordinator ensures that applicants are onboarded in employment and extended workforce status as scheduled and communicates to stakeholders when a variance is required.
The Coordinator is charged with providing a brief NRSA DoN orientation, for all staff, post BWH orientation for employment & extended workforce.
Serves as the DoN NRSA Timekeeper for 50% of the non-exempt staff and assists with coverage in the absence of the exempt timekeeper and/or non-exempt colleague.
Reviews weekly reporting activity for employees in queue and collects overtime & paid time off approvals from supervisors.
Mentors employees on UKG timekeeping processes and refers them to AskMyHR when necessary.
The Coordinator collects and processes all requirements associated with Terminations (employment | extended workers | visa holders) and communicates departure to all stakeholders.
As a valued member of process & flow, the Coordinator is required to attend training sessions and standing meetings offered by the Central Offices (HRProStaff/Talent Acquisition/EW/GPS & HIO) as well as institutional opportunities (UKG/Workday/MGB Integration, etc.) to maintain a current understanding of fluid requirements.
The Coordinator is an active and contributing participant on the Neurology Support Staff Team and may be asked to join designated DoN workgroups.
Responsible for maintaining accurate onboarding & offboarding NRSA databases, tracking systems, and shared drives as it relates to requirements collected and submitted to the Central Offices for incoming/departing staff.
Serves as an integral and contributing member of the NRSA team working with the NRSA Director and NRSA Team Lead in adopting best practices.
Other duties as assigned by the NRSA Director & NRSA Team Lead.