Rapid Response Administrative Coordinator

Job Summary: The Rapid Response Administrative Coordinator is responsible for processing transactional requests in Harvard administrative/financial systems from the FAS community. This role will also provide temporary project support such as analyzing data, making recommendations about administrative processes, and reporting findings to project and team leads. This is a 6-month term position reporting to the Manager of Training and Education in Administrative Operations. Job-Specific Responsibilities: Administrative Systems Support  • Complete transactional activities and provide business continuity to systems requiring continuous coverage, such as HR, payroll, finance, purchasing, and expense reimbursements during and directly after the transition period • Run regular financial, HR, payroll, and T&E reports to ensure business operations are running as expected for administrative groupings requiring interim support • Provide transaction assistance during periods of high-volume activity throughout the academic calendar (e.g. student hires for a new term, reappointments at term close) • Answer incoming inquiries and requests for assistance; follow-up or escalate to supervisor or functional unit partner as needed Short-term business process changes project support • Investigate issues related to business process change. Provide recommendations for change to team lead • Review administrative system data to assess gaps, document required changes, present information to team or project lead • Document standard operating procedures, updates to business processes, or create and maintain library of community help materials such as job aids, checklists, templates, or process documents. • Provides regular updates to team or project lead on status of assignment/projects. Documents lessons learned from support assignments. Performs other related duties as required Working Conditions:   Hybrid office environment: this position will be based in Cambridge, MA and there is an expectation of some workdays per week on campus to meet client department needs.  Individual flexible and remote work options for this role will be discussed during the interview process. Physical Requirements: Sitting and using near vision for reading and computer work for extended periods of time. Basic Qualifications: • Minimum of five years of administrative experience. Education beyond high school may count toward experience. Additional Qualifications and Skills: Bachelor’s degree preferred. • Prior experience with some Harvard administrative and financial systems, including: Oracle, Aurora, PeopleSoft, Buy2Pay, Concur, and HART; knowledge of operating in the General Ledger • Strong organizational skills and attention to detail • Strong communication and relationship management • High level of discretion and diplomacy in handling sensitive inquiries • Excellent customer service skills are critically important • Ability to work independently and cooperatively within a team, to manage and prioritize multiple tasks successfully, and to accept new roles and quickly master new skills • Computer and web-based skills, including proficiency with Microsoft Excel, Word, PowerPoint, SharePoint and Outlook. Experience with Adobe Acrobat, hybrid meeting technology (Zoom, Webex, or Microsoft Teams), calendar management tools, and internal chat (Teams, Slack)   • Appointment End Date: This is a 6-month term position • Standard Hours/Schedule: 35 hours per week • Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position • Pre-Employment Screening: Identity, Criminal • Other Information: • All formal offers will be made by FAS Human Resources.       There are multiple openings associated with this position Work F