International Project Administrator

Position Overview

Reporting to the Director of International HR and Administration, with a dotted-line reporting relationship to the Director of International Consulting and Operations, this position works as part of a team with all Global Support Services (GSS) members and in particular supports our separate but affiliated non-profit corporation, Harvard Global Research and Support Services, Inc. (Harvard Global). The individual is responsible for annual planning, coordination, and completion of a portfolio of operational, compliance, and HR activities that support Harvard Global’s international entities and projects. The role owns those key workstreams and related tracking systems (e.g., for board governance, entity compliance, HR events, insurance, audits, and banking arrangements) to ensure that required steps, reviews, and approvals are completed accurately and on time.

Through this work, the position helps identify risks inherent in Harvard Global’s international operations and HR activities, coordinates with internal and external stakeholders to address and mitigate those risks, and serves as a central organizing point for activities with compliance and governance implications across all Harvard Global entities and projects.

The role requires excellent intercultural communication and organizational skills; the ability to build, influence, and maintain relationships with senior stakeholders; strong project and analytical skills; and the judgment to distill and reframe complex international laws and policies into practical, actionable workflows. The individual leads by modeling and reinforcing excellent customer service standards across Harvard Global’s international operations and projects in the US and globally.

 

Duties & Responsibilities

Operational & Compliance Activity Management

• Plan, coordinate, and track Harvard Global’s key operational and compliance activities, using systems that track compliances and related actions (e.g., Smartsheet and Salesforce), and maintain comprehensive, organized records of activities for all entities.

• In collaboration with senior staff and legal advisors, translate compliance requirements into concrete workflows, checklists, and timelines, and contribute to the development, review, and updating of policies and procedures to ensure organizational practices meet in‑country legal and regulatory requirements.

• Monitor activity and risk across entities and projects, identifying and escalating issues; help leadership prioritize work by summarizing patterns and upcoming deadlines and communicating expectations organization‑wide.

• Stay abreast of current laws, regulations, and best practices affecting Harvard Global entities and, with guidance from legal and subject-matter experts, update processes and activity plans accordingly.

• Coordinate with team members and leadership on the review of potential compliance issues, track investigations and remediation steps, and document and follow up on recommended corrective actions.

Board Governance and Administration

• Project manage the workflow for the Harvard Global US Board of Directors and for shareholders and Boards of Directors across all international entities, including planning calendars, producing Board materials, scheduling, preparing, and distributing formal minutes, and coordinating follow‑up actions.

• Track and coordinate responses to Board inquiries and complete the required filings of meeting materials and minutes in relevant local and international jurisdictions.

• Coordinate appointments, resignations, and elections for Harvard Global US and international Boards; maintain accurate records and timelines.

• Facilitate and track Board resolutions in support of entity operations, banking, and other business actions, ensuring that necessary steps and documentation are completed.

Human Resources

• Provide HR support for international hiring processes, including onboarding and offboarding, by coordinating these activities in partnership with the Director of International HR and local partners.

• Draft employment-related documents, including employment agreements, employment extension letters, settlements, and related correspondence, ensuring alignment with organizational policies and local legal requirements, and track document execution and storage.

• Maintain accurate personnel records in compliance with Harvard Global HR policies and local legal requirements; support systematic tracking and reporting of employment actions.

• Set up employes' profiles and track employment actions and HR transactions in systems such as PeopleSoft, CWS Time Management, Smartsheet, and Salesforce helping to ensure data consistency across systems and activity trackers.

• Act as payroll processing back-up as necessary, supporting monthly payroll operations and vendor coordination, and helping to manage related task lists and timelines.

• Support and prepare employment-related reporting and audits by assembling data and documents, coordinating responses, and tracking completion of action items.

• Research employment trends, laws and regulations, and best practices related to global HR; recommend and help implement improvements to HR processes, documentation, standard operating procedures, and guidelines, with a focus on creating clear, repeatable workflows.

Audits, Vendors, Banking, Insurance, and Systems

• Support and/or lead the planning and coordination of internal and external audits, including timelines, information requests, and deliverables, to ensure adherence to applicable standards and requirements; provide compliance and contract information as needed.

• Collaborate with legal and relevant regulatory agencies, coordinating responses to regulatory inquiries and statutory reporting obligations and ensuring associated tasks are logged and completed.

• Lead and support Requests for Proposals (RFPs) for new vendor relationships; coordinate the RFP process, maintain documentation, and manage vendor relationships to support operational and compliance needs.

• Coordinate the preparation, signing, and closeout of engagement letters and annual financial audits, ensuring that required documents, approvals, and follow‑up items are completed.

• Liaise with finance and external parties to ensure timely submission of required documentation for audits, regulatory filings, and banking; track and complete outstanding items.

• Coordinate banking access applications and bank account set‑ups and changes as required to support entity and project operations, maintaining associated records and timelines.

• Monitor and help improve the systems and workflows used to manage activities across Harvard Global entities (e.g., Smartsheet trackers), focusing on visibility, accuracy, and timely completion.

• Support the review of safety and security procedures across all entities in partnership with GSS' International Safety & Security team by coordinating related action items and documenting outcomes.

• Oversee and track the annual renewal and administration of Harvard Global insurance policies; coordinate required information and respond to questions regarding coverage.

• Support the maintenance of annual updates to the Harvard Global website, ensuring that information remains current, compliant with entity requirements, and consistent with operational practices.

Consulting Support

• Support the implementation and ongoing operations of new and existing Harvard Global entities by coordinating the operational steps and activities required for successful launch and maintenance.

• Develop research strategies to address unique or first-time inquiries from Harvard Schools and departments about international regulations, operational pathways, and country‑specific requirements; identify and evaluate relevant resources and translate findings into practical action plans.

• Solicit input from internal stakeholders such as the Office of the General Counsel, Office of the Controller, Office for Sponsored Programs, Harvard Human Resources, Risk Management and Audit Services, and others, as well as external advisors, to inform recommendations and to define the sequence of actions and responsibilities.

• Develop and maintain international guidelines related to global operations, compliance, and HR, ensuring they are incorporated into standard operating procedures and checklists.

• Conduct due diligence and country-specific risk assessments for international operations to help inform client decisions regarding the administration of projects abroad, and capture resulting tasks and mitigations in tracking tools.

• Respond to questions and provide ongoing coordination and support to Harvard Schools and departments; engage in recurring check-ins with key stakeholders, and ensure next steps are documented and completed.