Position Description

Reporting to the Director of Finance in the Department of Immunology, the Administrative Coordinator II coordinates all onboarding and off-boarding, visas, job letters, for the Department of Immunology. Serves as the \"face\" of the department as people enter the department administrative office. The Coordinator II will also work on the development and posting of job positions. Oversees work of support staff, students and/or casuals; trains, schedules and distributes work to students, casuals, and non-overtime-eligible employees.

Prepares and manages all visa material, being the department’s primary liaison with the Harvard International Office and providing information to international scholars on the nature of the required paperwork. Partners with finance office to draft offer letters, ensure grants assignments, and other financial salary aspects of onboarding.

Independently responsible for forecasting, facilitating, tracking, and reporting on the arrivals, changes to work responsibilities, and departures of personnel in the Immunology Department; academic appointments, staff, Postdocs, visiting scholars, Graduate Students, research collaborators, and interns.

Works with a high level of independence and decision-making authority, partnering with the Immunology Finance and Admin Team, Lab & Research Operations, HMS HR, HIO, affiliate hospitals, and ARC group, among other HU departments, to ensure the department complies with financial and human resources policies, visa guidelines, and lab safety.

Will act as a backup for AP coordinator on various financial tasks including, but not limited to, Purchasing Cards, reimbursements, Corporate Cards, B2P access requests, service center chargebacks, core billing, and resolution of A/P issues and invoice discrepancies. Assists finance team with miscellaneous service requests by faculty members as needed. Project management responsibilities as needed.

Reviews payroll so that employees are paid correctly and on time and receive funding at the proper allocations as advised by the Finance Team. Completes all costing/effort changes within PeopleSoft or through other HU departments.

Basic Qualifications

4 or more years of experience. Higher education may count towards experience.

Additional Qualifications and Skills

• College degree strongly preferred, or an equivalent of education plus relevant business experience.
• Excellent organizational skills with particular ability to prioritize, work in an environment with multiple and conflicting interests.
• Proven project and/or program management skills.
• Excellent interpersonal and communication skills.
• Ability to work independently with minimal supervision.
• Ability to handle complex and confidential information with discretion.
• Competency using a variety of computer software.
• Able to work as an office team member to facilitate the administration of the department.
• Excellent organizational skills, flexibility, initiative and attention to detail and follow- through.
• Able to interact pleasantly and professionally with faculty, students, postdocs, staff and department visitors.
• Able to handle multiple projects simultaneously and work effectively under pressure, with hard deadlines and changing priorities.
• Excellent word processing/computer skills (Word, Outlook, excel, PowerPoint) as well as online services such as Facebook, Google spreadsheets, Doodle calendars, etc.
• The successful candidate will be personable, have a can-do attitude and a good sense of humor.

Additional Information

The health of our workforce is a priority for Harvard University. With that in mind, we strongly encourage all employees to be up-to-date on CDC-recommended vaccines.

Please note that we are currently conducting a majority of interviews and onboarding remotely and virtually. We appreciate your understanding.

The Harvard Medical School is not able to provide visa sponsorship for this position.

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Commitment to Equity, Diversity, Inclusion, and Belonging

We are committed to cultivating an inclusive workplace culture of faculty, staff, and students with diverse backgrounds, styles, abilities, and motivations. We appreciate and leverage the capabilities, insights, and ideas of all individuals. Harvard Medical School Mission and Community Values

https://hms.harvard.edu/about-hms/campus-culture/mission-community-values-diversity-statement

EEO Statement

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, gender identity, sexual orientation, pregnancy and pregnancy-related conditions, or any other characteristic protected by law.