This position acts as primary source of contact for 160 staff in the Department of Organismic and Evolutionary Biology (OEB), the Museum of Comparative Zoology (MCZ), the Harvard University Herbaria (HUH), and the Microbial Science Initiative; and also assists approximately 40 faculty members as directed. Provides extensive HR support to HR Administrator. Handles highly sensitive data and materials and ensures confidentiality is consistently maintained.
Provides exceptional customer service to all internal and external customers. Responds to inquiries regarding University policies, procedures and practices and provides accurate information, remaining professional and respectful at all times. This includes knowing, understanding, and interpreting policy as appropriate. Identifies and escalates problems to HR Administrator and Executive Director of Administration as needed.
Responsible for processing employee transactions by creating action changes to staff job data for approval. Drafts related correspondence for signature. Oversees and manages weekly time and labor audit processes to ensure compliance with policies and laws. Acts as back-up approver of all time and absence requests as needed. Partners with HR Administrator to provide assistance in HRIS activities such as annual salary increase processes for Administrative and union staff. Prepares materials and letters related to leaves of absences and ensure we are compliant with legal requirements and related policies. Takes the lead on managing the temporary staff payroll. Manages employee database, payrolls, and absence management systems. Creates monthly reports on term and temporary appointments . Serves as back-up on all related payroll matters for the HR Administrator as needed.
Serves as the first point of contact for potential applicants. Creates job postings, researches and identifies outreach opportunities, schedules interviews, monitors and updates applicant tracking system with candidate status. Arranges travel logistics for candidates when necessary. Requests background screen for finalists and prepares offer letter information. Facilitates new hire paperwork including work authorization and ensures all information is up to date and accurate for on-boarding. Reviews new employee records and ensures that all documentation and data is included.
Provides assistance to managers and staff on the annual performance management process. Updates and maintains all personnel files. Manages department filing including assisting with records retention management. As a key member of a small but effective HR team, is involved in discussions about and administers actions relating to employee, labor relations issues, and other sensitive and confidential personnel issues. Assists with special projects, events, and meetings. Other projects and duties as assigned.
In order to be considered for this position, a cover letter and resume must be submitted.
Harvard University will not provide visa sponsorship for this position.
***All formal written offers will be made by FAS HR.
OEB is a diverse and vibrant department with a broad range of research and teaching interests, ranging from the evolution and control of gene expression patterns within individuals and populations to the dynamics of ecosystems. Field and laboratory studies are key to understanding the evolution of organisms, how biodiversity is generated and maintained, how organisms work, and how organisms interact with their environment. OEB has close working associations with its allied institutions: the Museum of Comparative Zoology (MCZ) and the Harvard University Herbaria (HUH), as well as the Arnold Arboretum and the Harvard Forest. These institutions and their collections offer an unparalleled, rich set of resources for OEB students, faculty, visitors and staff.
Salary Grade: 054
Union: 55 - Hvd Union Cler & Tech Workers
Minimum of three years of administrative experience. Two or more years of experience with human resources administration required.
College degree preferred, or an equivalent of education plus human resources experience in an academic environment. Excellent organizational, communication, and interpersonal skills required. Demonstrated experience working in a fast paced, high volume, deadline-oriented, customer focused environment. Must be committed to providing the highest level of customer service and responsiveness. Proven ability to work independently and as part of a team. Must be able to take initiative and be flexible. Must be detail-oriented. Demonstrated ability to generate reports and present data in usable formats. Excellent writing, editing, and proofreading skills required. Proficiency with Word, Excel, and databases, and ability to learn new programs quickly. Prior Harvard experience with PeopleSoft, Harvard Careers, Aurora, and QlikView 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: 50645BR
About Harvard University Faculty of Arts and Sciences
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.