The Office for External Education provides health care professionals, corporations, and lay audiences with broad access to Harvard Medical School’s peerless and constantly expanding body of medical knowledge. Our educational offerings are created in collaboration with members of the School’s almost 12,000-member faculty and reflect firsthand, expert clinical insights based on breakthrough research and best practices. Our portfolio of innovative medical education opportunities is available to learners around the world and includes live in-person programs, hybrid courses, self-paced online learning, digital products, educational webinars, podcasts, and printed materials.

The Administration Coordinator provides support for Harvard Medical School’s Office for External Education (OEE). OEE is a highly complex and entrepreneurial department within HMS, that is a rapidly growing organization with over 350 staff we support, and revenues approaching $100M. This position fulfills a key role for OEE.

Reporting to the Administration Manager, the Administration Coordinator is responsible for a broad range of Administration services, including the preparation and management of employee life-cycle processes. This position identifies and implements efficient and effective processes as they relate to core duties, in support of a growing, inclusive, and scalable organization.
 

• Supports the administration and implementation of employee life-cycle processes for over 350 staff; including onboarding, offboarding, HR-related requests, and system accesses. This includes being knowledgeable on complex administration processes for submitting hiring requests in PeopleSoft with required documentation, managing system access and email accounts, and preparing payment forms for staff.
• Manages Administration’s centralized inbox responding to, addressing and resolving, a variety of time sensitive requests that range in degrees of complexity. Provides timely resolution and transparency with staff and faculty.
• Works with the Administration Manager and OEE staff to implement efficient and centralized processes for OEE administrative related tasks, while updating internal documentation on processes.
• Helps support compliance with department, HMS and University hiring and administrative policies for a wide range of faculty and employment categories.
• Coordinates and leads the OEE Co-op Program and provides support and guidance to Co-ops and managers.
• Ensures data integrity and updates employee records and job data information in a timely manner. This includes submitting job data change forms in PeopleSoft, updating and maintaining internal organizational charts, updating time and absence groups, and preparing communication to stakeholders including pulling a variety of reports.
• Performs other tasks as needed.
• May be expected to work occasional overtime.