Part-Time Administrative Coordinator, HBS Online

• Part-time
• Work Format:
  Hybrid
• Salary Grade: 055
• Department: HBS Online
• FLSA Status:
  Non-exempt

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Job Summary:

Reporting to the Human Resources Director, HBS Online, the Administrative Coordinator will manage a variety of activities essential to the smooth workings of our office including managing space needs, work tickets, coordinating administrative projects, maintaining onboarding program, continually improving processes and supporting documentation, and planning meetings and activities. This position will be approachable and proactive in the face of routine and non-routine requests.

The Coordinator will work directly with diverse stakeholders including facilities and operations staff, IT, hiring managers, new hires, and vendors.

Job-Specific Responsibilities:

• Complete regular walk-throughs of the office space to ensure that facilities comfortably support our work (AV equipment is functioning, heating and cooling are set appropriately, entrances and egress are free of obstacles, etc.)
• Serve as point person for questions around office space and technology; develop and/or improve processes to support the team in a shared, hybrid environment, escalate needs as appropriate
• Coordinate space needs, communications, signage, supply orders, etc. with other teams using shared office space
• Maintain critical office information such as staff lists, calendars, and operational requirements
• Coordinate technology orders, ensuring systems arrive on time and are security-compliant
• Monitor budgets, orders, and prepare estimates as needed

• Manage shared team email inbox, triaging inquiries and ensuring a timely response
• Assemble and update a variety of documents and communications, including: weekly team newsletter, organizational charts, signage, etc.
• Facilitate scheduling of team and All-Staff meetings, preparing agenda and taking minutes when required
• Plan events, managing (as applicable) location, catering, transportation and AV logistics
• Schedule meetings and communicate with high-level internal and external audiences

• Oversee onboarding process of new employees/contractors including access to all systems, ordering of required technical systems, and any related set-up; ensure orders and tickets are entered timely and in accordance with needs of the position
• Manage Harvard Sponsored Role (HSR) processes and compliance for HBS Online, working closely with higher volume teams to plan for needs and determine the right level of access to systems
• In collaboration with hiring managers, develop orientation plans that provide clear steps for new hires to take (orientations, sequencing, required trainings, etc.) and reflect a thoughtful plan for the new hire’s first week(s)
• Serve as a point of contact for new employees and connect new employees to appropriate University and School resources to reinforce a self-service culture
• Serve as an HBS Online time and absence resource and backup approver (Peoplesoft)

• Track access to systems and…