HR Coordinator (two year term position)

Harvard University • Cambridge, MA

1d • Hybrid

About The Position

Are you energized by helping people navigate their employee journey and keeping HR operations running smoothly? Join our HR team as an HR Coordinator, in which you will play a central role in ensuring a positive experience for new hires, current employees, and department leaders. This position is ideal for someone who thrives in a collaborative environment, enjoys problem solving, and is eager to grow their HR skill set while supporting a wide range of operational needs. This role is a key member of the HR Consulting team within Central Administration. This is a two year time-limited position from the date of hire.

Requirements

• College degree preferred, or equivalent combination of education and relevant office experience.
• Three or more years of related experience in a customer service focused environment.
• Experience working with multiple technologies and a comfort level working with data.
• Must be able to trouble shoot and work through systems issues.
• Ability to handle all questions and projects with poise, tact, discretion, confidentiality, and sound judgment.
• Strong attention to detail, curiosity, initiative, and follow-through.
• High level of organization; able to perform tasks accurately, efficiently, transparently, and on time.
• Strong interpersonal and communication skills; able to build effective working relationships and present a positive, professional image.
• Strong writing skills, with the ability to communicate clearly and concisely.

Responsibilities

• Send onboarding information to new hires regarding I9 employment eligibility requirements and follow up as needed (benefits eligible, Harvard payrolled -contingent (temps), and student workers).
• Send onboarding/offboarding checklists to new employees and hiring managers/department administrators.
• Provide guidance on hiring contingent labor including student workers and workers hired through the “managed service provider”.
• Track paperwork completion and manage record retention.
• Process HR actions. Interface with payroll.
• Answer eligibility, interpretation, and procedural questions from managers and staff; escalate to HR Consultants as appropriate.
• Manage appointment scheduling, including one-on-one meetings, team meetings, new hire meetings, “stay” interviews, and exit interviews.
• Responsible for answering and responding to materials received via the HR email inbox, fax line, and main telephone line.
• Maintain deep knowledge of position creation/tracking and job posting systems (PeopleSoft, Smart Recruiters); act as a frontline resource to managers and educate on position tracking.
• Prepare actions in systems (PeopleSoft and Aurora) for various changes to people, positions, and appointments.
• Upload, edit, and submit job descriptions in PeopleSoft and Smart Recruiters as applicable.
• Create performance appraisal documents and new hire orientation forms in PeopleSoft.
• Provide HRIS support using QlikView and PeopleSoft to generate monthly census reports and respond to adhoc reporting needs.
• Create dashboards and metrics for multiple client groups to support evidence-based decision making.
• Develop annual salary increase forms (including information on direct reports, prior bonuses, current salary, and performance ratings).
• Provide reports for clients as needed.
• Draft and send confirmation of title changes, grade changes, and extension letters using approved templates.
• Prepare initial drafts of separation agreements and layoff materials. Provide project coordination and development of issues flags for escalation.
• Unemployment Administration: Upon vendor notification, prepare and submit unemployment claims; coordinate with HR Consultants and payroll as needed.
• Extended Part-Time Employee Administration: Annual messaging and outreach to impacted employees.
• Harvard-wide programs: Point of contact and coordinator for the Summer Youth Employment Program, provide administrative support to various other programs.
• Organize, manage, and maintain digital files (HR SharePoint).
• Lead creation, improvement, and maintenance of internal HR processes, procedures, guides, and checklists.
• Maintain personnel files digitally (ECM) and in hard copy, ensuring compliance with regulations, laws, and internal policies.
• Draft employee communications supporting engagement efforts (e.g., wellness events, performance review cycle updates, best practices).
• Support HR events and meetings, including in-person and on zoom.
• Maintain HR website content and linked materials.
• Perform other duties as assigned.

Benefits

• 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

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree