Job Description

Job Summary:

Research Staff Services (RSS) provides administrative support for the hiring, training and management of over 300 research and teaching staff, and assists over 200 faculty members with their research and teaching staff needs. As part of the Research Staff Services team, the Coordinator provides confidential administrative program support ensuring the smooth operation of the activities of the RSS group. Reporting to the Associate Director, RSS, and working closely with the other members of the RSS team, the Coordinator, RSS primarily supports three (3) areas: Research and Teaching Staff Support, Administrative Support, and Data Collection Support for the RSS team.

Job-Specific Responsibilities:

Research and Teaching Staff Support

• Responsible for overseeing the agency and hourly/student researchers:
  • Communicates with faculty about staffing needs.
  • Determines work eligibility, payroll type and hourly wage.
  • Manages the intake, assessment, appointment and reappointment of the hourly researchers.
  • Monitors, tracks and approves researcher time.
  • Manages ongoing RA appointments. Intervenes and problem solves when there are issues with time reporting, payment or other questions related to employment.
• Responsible for activities related to the hiring and tracking of teaching support personnel, specifically Graders, Teaching Assistants (TA), Teaching Fellows (TF) and Course Assistants (CA):
  • Communicates with faculty about staffing needs.
  • Manages the intake, appointment, and hiring process for Graders.
  • Tracks documentation, ensures eligibility to work, and processes payroll information.
  • Works with Director on maintaining the Teaching Support budget.
• Handles remote Independent Researchers (IRs):
  • Manages the set up and payment for all remote (IRs) through timely correspondence with IRs and related faculty.

Administrative Support

• Serves as the initial point of contact for internal and external constituents, including researchers, faculty, outside vendors and staff providing guidance, communicating key elements of processes, determining appropriate channels, and troubleshooting issues.
• Contributes to maintenance of the department website ensuring it is up-to-date and appropriately and accurately reflects the HBS research support environment.
• Participates with the RSS team in review/redesign of procedures, improving processes, determining best ways to track/maintain data, files and lists.
• Processes invoices, one-time payments, extra comp, HUUEFs.
• Performs other administrative tasks such as management of confidential files and data entry with attention to detail and accuracy.
• Builds trust and collaboration by being present on-site and engaging directly with colleagues and various constituents

Data Collection and Reporting

• Responsible for accurately entering and tracking information pertaining to research staff in a database, running queries and reporting data.
• Take the lead with the data management and reporting processes for the RSS team including data collection and records retention utilizing QuickBase database and PeopleSoft.
• Maintains the RSS Dashboard, a repository for RSS data and information. Maintains accurate collection, tracking and extraction of data for reporting purposes.
• Build trust and collaboration by being present on-site and engaging directly with colleagues and various constituents.
• This role is responsible for other duties as assigned

Qualifications

Basic Qualifications:

• High School Diploma, GED, or equivalent is required.
• 5+ years of experience in administrative support role(s) is required.
• Education beyond high school may count toward experience.
• Microsoft Office (Word, Excel, PowerPoint, and Outlook) experience is a must.

Additional Qualifications and Skills:

• Experience in a higher education or research environment preferred.
• Strong customer service, communication, organizational, and interpersonal skills.
• Ability to handle tasks simultaneously; prioritize; work under deadlines, independently and as part of a team; take initiative; follow through to completion; work with a variety of customers including foreign nationals.
• Understanding and comfort with working with exchange rates of foreign currencies
• Writing, editing and proofreading experience helpful.
• Attention to detail, accuracy and confidentiality essential.
• High comfort level with networked desktop computers, experience with various software and ability to learn others.
• Ability to use Microsoft Office suite, including calendar and email.
• Experience with Access or other database tools.
• Ability to be flexible in a changing environment, and a high energy level.

Additional Information

• Standard Hours/Schedule: 40 hours per week, overtime eligible position
• Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position
• Pre-Employment Screening: Identity
• Other Information: * This is a hybrid position which we consider to be a combination of remote and onsite work at our Boston, MA based campus. HBS expects all staff to be onsite a minimum of 3 days per week and departments provide onsite coverage Monday – Friday. Specific hours and days onsite will be determined by business needs and are subject to change with appropriate advanced notice. * We may conduct candidate interviews virtually (phone and/or via Zoom) and/or in-person for this role.

Work Format Details

This position has been determined by school or unit leaders that some of the duties and responsibilities can be effectively performed at a non-Harvard location. The work schedule and location will be set by the department at its discretion and based upon operational needs. When not working at a Harvard or Harvard-designated location, employees in hybrid positions must work in a Harvard registered state in compliance with the University’s Policy on Employment Outside of Massachusetts. Additional details will be discussed during the interview process. Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

Salary Grade and Ranges

This position is salary grade level 055. Please visit Harvard's Salary Ranges to view the corresponding salary range and related information.

Benefits

Harvard offers a comprehensive benefits package that is designed to support a healthy work-life balance and your physical, mental and financial wellbeing. Because here, you are what matters. Our benefits include, but are not limited to:

• Generous paid time off including parental leave
• Medical, dental, and vision health insurance coverage starting on day one
• Retirement plans with university contributions
• Wellbeing and mental health resources
• Support for families and caregivers
• Professional development opportunities including tuition assistance and reimbursement
• Commuter benefits, discounts and campus perks

Learn more about these and additional benefits on our Benefits & Wellbeing Page.

EEO/Non-Discrimination Commitment Statement

Harvard University is committed to equal opportunity and non-discrimination. We seek talent from all parts of society and the world, and we strive to ensure everyone at Harvard thrives. Our differences help our community advance Harvard's academic purposes.

Harvard has an equal employment opportunity policy that outlines our commitment to prohibiting discrimination on the basis of race, ethnicity, color, national origin, sex, sexual orientation, gender identity, veteran status, religion, disability, or any other characteristic protected by law or identified in the university's non-discrimination policy. Harvard's equal employment opportunity policy and non-discrimination policy help all community members participate fully in work and campus life free from harassment and discrimination.