Human Resource Coordinator

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Company Description

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 Harvard University Central Administration?

Harvard University's Central Administration (CADM) is a 5,000+ employee organization that supports the university’s overall excellence by understanding and serving the needs of its schools, students, faculty, staff, alumni, and surrounding communities. Through dynamic and collaborative partnerships, CADM provides high‑quality and efficient services to the schools to help them achieve their goals.

Job Description

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.

Job‑Specific Responsibilities On/Offboarding Logistics

• Send onboarding information to new hires regarding I‑9 employment eligibility requirements and follow up as needed (benefits‑eligible, Harvard pay‑rolled‑contingent (temps), and student workers).
• Send onboarding/offboarding checklists to new employees and hiring managers/department administrators.
• Serve as primary contact with departments for contingent and student hiring; consult with HRC as necessary. Guide on hiring contingent labor through “managed service provider”.
• Coordinate with department leads to initiate provisioning/de‑provisioning of equipment, systems and office set‑up.
• Track paperwork completion and manage record retention.
• Interface with payroll, including preparation and distribution of applicable forms.

Primary Intake

• Answer eligibility, interpretation, and procedural questions from managers and staff; elevate to HR Consultants as appropriate.
• When HR Consultants are out of office, triage incoming department questions and route to covering HR Consultant.
• Manage appointment scheduling, including one‑on‑one meetings, team meetings, new hire meetings, “stay” interviews, and exit interviews.

HRIS/Reporting/Payroll Interface

• Maintain deep knowledge of position creation/tracking and job posting systems (People Soft, Smart Recruiters); act as a front‑line resource to managers and educate on position tracking.
• Complete payroll job actions/new hire forms; may require direct input into People Soft.
• Upload, edit, and submit job descriptions in People Soft and Smart Recruiters as applicable.
• Create performance appraisal documents and new hire orientation forms in People Soft.
• Provide HRIS support using Qlik View and People Soft to generate monthly census reports and respond to ad‑hoc 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 ad‑hoc reports for clients.

Pro‑forma and Nonstandard Letters/Document Preparation

• 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 issue flags for escalation.

Unemployment Administration

• Upon vendor notification, prepare and submit unemployment claims; coordinate with HR Consultants and payroll as needed.
• Generate quarterly reports on unemployment claims and outcomes.

Oversight of Internal Documentation

• Organize, manage, and maintain digital files (HR SharePoint).
• Lead creation, improvement, and maintenance of internal HR processes, procedures, guides, and…