The HiTS Program Coordintaor (PC) reports to the Senior Manager of Administration and Finance, and is a member of the HiTS Administrative team. This team's mission is to provide the HiTS community with exceptional human resource, finance, and administrative services while ensuring compliance with all applicable federal, sponsor, and University guidelines.
The Program Coordinator will be responsible for the stewardship of HiTS members from recruitment through appointment and onboarding and off boarding, as well as community engagement and support. Onboarding presents complex challenges due to the wide range of institutions involved and the varying requirements for appointments, IP agreements, visas, grant support, etc. The PC will have ownership of all personnel functions and ensure that the program retains its reputation as a welcoming environment that accommodates diverse visiting and permanent participants. While not a scientist, the PC is expected to develop a working knowledge of each researcher's involvement in scientific teams and projects, ensuring that HiTS members are invited to all relevant meetings, responding to needs arising from evolving projects/teams. These functions are critical for the success of HiTS due to the fluid nature of the research environment at HiTS.
Specifically, the Program Coordinator's duties and responsibilities include:
Program Appointment Services and Talent Development: Due to the collaborative nature of HiTS, we bring together researchers from schools across the University, the affiliated hospitals, and other regional institutions. This requires us to approach our administrative and operational responsibilities in a creative way, maximizing communication and efficiency. We have implemented a software as a service, BambooHR, to facilitate the management of HR data. The many complexities involved in dealing with multiple schools and affiliates create a uniquely complex set of on-boarding needs, which until now have been personally managed by the HiTS Executive Director, Laura Maliszewski. The PC will own the entire process of recruitment and on-boarding, including developing relationships with HR offices at multiple institutions and responding to requests for information on a range of topics from faculty.
The PC will serve as the program's primary repository of information and first point of contact for most personnel services including staffing, appointments, and benefits. They will consult with, advise and provide administrative support to HiTS faculty, also supporting academic appointments, visiting appointments and staff positions.
The PC must work with a high level of independence, but be able to partner with the HiTS Administrative and Lab Operations teams, HMS Office of Human Resources, Harvard International Office (HIO) and other University wide departments, ensuring the program is in compliance with financial and human resource policies, visa guidelines and lab safety. Drafts, updates and shares workflow documentation. Owns the process for letters of appointment, providing HUIDs, visa related documents, and others. Organizes and implements administrative systems including the Complete List of Appointments and Visas, Evacuation List, Listserv and Intranet. Maintains and grants access to research facilities and notifies security of visitors. Maintains up-to-date filing and personnel files.
Duties and Responsibilities continued in the " Additional Information" section.
Continuation of Duties and Responsibilities
Processes post-doctoral, associate, and research associates appointments. Generates all paperwork to process changes for all employee types with regards to status and/or payroll. May process and approve financial and payroll transactions as needed. Coordinates the application of visas for individuals in the program and for those visiting/traveling from other countries, as well as tracks and extends existing visas. Interprets and communicates visa policies and procedures for all appointments by acting as the administrative contact with the Harvard International Office.
Leads the on-boarding and off-boarding of all individuals into/out of the program by assisting with the required payroll documents, scheduling meetings, etc.
Creates and maintains personnel files for new employees in BambooHR and verifies with data in MARS. Completes and manages monthly data uploads and ensures data integrity. Works with HiTS Finance to inform financial projections based on changes in personnel.
Program stewardship: Since HiTS is not a department and enjoys the membership of faculty and researchers from many Boston-area institutions, we provide a high level of service and community engagement. The PC will be the first point of contact for participation in HiTS research and events. The PC will have cradle-to-grave engagement with all HiTS members and although not expected to be a scientist, the PC should understand each person's role, which research projects they are involved in, and how they relate to other HiTS members. The PC will use this information when scheduling meetings, assigning seminars or presentations and communicating with HiTS leadership. Since HiTS research teams are fluid, the PC is expected to recognize when a new team or subgroup is forming and assist the team in determining how often to meet and who should set the agenda. This positions the PC as the keystone of the community and with primary responsibility for the quality of engagement that HiTS members experience.
Meeting Coordination: HiTS members assemble at recurring events to share data, plan projects, and inform program development. The PC will be responsible for coordination of standing program meetings, including lab meeting, faculty meetings and bespoke training days (e.g. annual symposium and software carpentry). Regular social activities tuned to the preferences of members are a core component of community maintenance. The PC may work with members of HiTS to plan these activities and events. However, it is the PC who will have financial oversight of the events, including preparing and working with an approved budget, negotiating contracts with vendors and venues and arranging invoice payments, setting up invited guests' travel and reimbursements, and making decisions related to vendor/venue selection. The PC will need to understand catering guidelines, as well as administrative services, policies and procedures.
Oversight of Events Management: HiTS is contracting with the department of Systems Biology's Events Coordinator for HiTS events and meetings. The PC will independently manage this relationship, and will be responsible for ensuring that the Events Coordinator executes all needed functions for these activities. In particular, the PC will be responsible for managing any conflicts between the SB Events Coordinator's work on behalf of HiTS and her work on behalf of the Systems Biology Department.
Communication and Outreach: The PC will use their knowledge of the HiTS community to pro-actively generate content and suggest updates for the program's website. They will work closely with the HiTS Executive Director to manage social media platforms and other forms of communication.
Training: The PC will continuously build on their job performance and professional development by participating in offered training and tutorials.
Salary Grade: 055
Union: 55 - Hvd Union Cler & Tech Workers
Must be able to take initiative and have the ability to multi-task and move easily among varied work projects. A self-described people person with excellent interpersonal and communication skills, resulting in an invested interest in building a community. Must be pro-active and detail-oriented, exhibit sound judgment, and have excellent organizational, problem-solving, and time-management skills; pushing projects to completion in a timely manner. Ability to handle complex, confidential and sensitive material/information in a professional manner. Must be able to work as part of a team, as well as independently is essential. HTML knowledge and ability to maintain existing web site, and experience with Video Conference/Multimedia Equipment highly desirable. Experience using WordPress and social media sites in the context of organizational communications.
A bachelor's degree and experience with staff and academic appointment processes preferred. Experience in an academic institution in a similar role strongly preferred. Interest in science or medicine a plus. Successful candidate must demonstrate proficiency with all Microsoft Office tools, including basic graphic design/image manipulation and use of Excel, ability to navigate enterprise applications, adaptability with new web-based tools. Competencies in all areas of job responsibilities with the ability to deliver results of high quality in a fast-paced, high-energy and changing work environment with minimum supervision. Harvard University experience or knowledge of systems a plus. Experience with Photoshop, InDesign, Illustrator, HTML, Web Analytics, SEO, social media management and electronic newsletters a plus. Experience with Open Scholar, and Canvas helpful. Willingness to learn to use new software as needed.
EQUAL OPPORTUNITY EMPLOYER: 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, or any other characteristic protected by law.
Harvard University is devoted to excellence in teaching, learning, and research, and to developing leaders in many disciplines who make a difference globally. The University, which is based in Cambridge and Boston, Massachusetts, has an enrollment of over 20,000 degree candidates, including undergraduate, graduate, and professional students. Harvard has more than 360,000 alumni around the world. T...he University has twelve degree-granting Schools in addition to the Radcliffe Institute for Advanced Study, offering a truly global education. Established in 1636, Harvard is the oldest institution of higher education in the United States.