HR Coordinator (two year term position)

Job Summary:

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.

Job-Specific Responsibilities:

• On/Offboarding Logistics

• 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. 

• Primary Intake

• 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. 

• HRIS/Reporting/Payroll interface

• 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.

• 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 issues flags for escalation. 

• Program administration

• 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. 

• Oversight of Internal Documentation

• 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.

• HR Communications and Engagement• 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.