Reporting to the Associate Director, Human Resources, the HR Assistant provides daily reception desk coverage, recruitment support, payroll support, and provides a broad range of administrative duties in support of HLS HR. Responsibilities include providing superior customer service to the HLS community.
Customer Service and General Administration:
Provides front-line HR and administrative support utilizing superior customer service skills. Greets visitors, answers general inquiries, and directs all other inquiries to core administrative leadership and/or point person as applicable
Manages communications (mail, fax and email)and serves as primary contact for copy, fax and telephone administration
Manages inventory, orders supplies and processes related financial transactions and reconciliations
Updates and maintains personnel files and records, including creating electronic files, managing file retention and archiving process, updating the Harvard directories, and preparing correspondence and other materials
Assists in administration of leaves of absence and maintains confidential files and records
Researches and communicates procedures and benefits and respond to a wide range of inquiries, ensuring timely responses and follow-up
Assists with other general HR and departmental support as needed, including calendaring, room reservation, office organization and website maintenance
Provides some administrative support for events including reserving space, handling logistics and tracking attendance/RSVPs
Participates as member of a team and performs other duties as necessary
Serves as a point of contact for potential applicants
Posts jobs internally and on external job sites
Schedules interviews and facilitates new hire paperwork including work authorization and offer letters
Updates applicant tracking system
Processes new hires and ensures all information is up to date and accurate for on-boarding
Assist with facilitation of temp hires through staffing agencies
Adjusts time and absences, completes and processes payroll reports, troubleshoots problems, and provides PeopleSoft time entry support to employees and managers
Enters staff changes, coordinates supporting paperwork, monitors processing, and troubleshoots system issues
Processes and submits payroll forms and coordinates employment eligibility for new hires
Runs weekly compliance reports from PeopleSoft and other University systems
Serves as back up to other reporting needs as required
All offers to be made by HLS Human Resources.
Salary Grade: 053
Union: 99 - Non-Union, Confidential Non-Ex
Minimum of three years of administrative experience. Education beyond high school may count toward experience.
Demonstrated intermediate level skills with MS Office. Previous experience with HRIS system such as PeopleSoft preferred. Interest and/or experience in Human Resources preferred. Ability to handle highly confidential information with discretion and sensitivity exercising good judgment required. Must be committed to providing the highest level of customer service and responsiveness. Experience with, or interest in, business process improvement. Excellent written and oral communication skills. Demonstrated experience working in a fast paced, high volume, deadline oriented, and customer focused environment. Requires accuracy with detailed work and attention to detail. Proven ability to work independently and as part of a team. Ability to generate reports and present data in useable formats. Demonstrated ability to exercise judgment in selecting and applying established procedures correctly, and determine when to refer problems to the supervisor. Must be flexible and maintain confidentiality and professionalism. Willingness to learn new software. Experience with PeopleSoft and website maintenance preferred. Prior Harvard experience a plus.
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.
Internal Number: 49761BR
About Harvard University Law School
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. The 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.