Harvard Medical School

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Academic Appointments & Payroll Coordinator

at Harvard Medical School

Posted: 3/20/2019
Job Status: Full Time
Job Reference #: 1438089
Keywords: office

Job Description

Auto req ID

Job Code
403134 Coordinator I

USA - MA - Cambridge

Business Title
Academic Appointments & Payroll Coordinator


Salary Grade

Time Status

55 - Hvd Union Cler & Tech Workers

Basic Qualifications
  • HS Diploma or equivalent, required
  • Minimum of 5 years’ related office experience required, preferably in academic administration.
  • Experience processing academic appointments and payroll required.
  • Ability to handle highly confidential information with discretion and sensitivity required. 
  • Advanced knowledge MS Office (Excel and Outlook), PeopleSoft or related payroll system such as SAP, required.

Additional Qualifications
  • College degree preferred.
  • Excellent communication, interpersonal and organizational skills.
  • Demonstrated experience in a deadline-oriented customer service environment.
  • Ability to handle multiple tasks and set priorities.
  • Attention to detail required.  Must work well independently and as part of a team. 
  • Familiarity with Harvard financial systems a plus.
  • Must be flexible, proactive and take initiative.
  • Prior Harvard experience and interest in faculty affairs and/or working in a human resources office preferred.

Additional Information
In order to be considered for this position, a well written cover letter and resume is required.

Faculty Affairs

Pre-Employment Screening

Job Function
General Administration

Duties & Responsibilities
  • Processes and tracks all employment, hire and data change forms for GSD faculty and non-faculty academic appointments (teaching associates, visiting faculty and academic research appointments),  including regular payroll, summer salary, stipends, extra compensation, housing, travel, sabbaticals, etc.
  • Manages the GSD’s two monthly payroll operations: the Faculty and Academic (MFC) Payroll and the Teaching Fellow (MTF) Payroll; coordinates with GSD Finance and Central Payroll as needed.
  • Maintains faculty compensation spreadsheets and documentation, including summer salary tracker, faculty retirement eligibility projections, FTE reports, etc., and serves as liaison with Research Administration and GSD Finance to accurately record and process summer salary payments. Also coordinates with Academic Departments to accurately document and process additional compensation for faculty administrative assignments such as Admissions and Advising.
  • Works closely with Academic Departments to streamline visiting faculty appointment procedures and processes annual appointment renewals; reviews new hire documentation and manages I-9 review and submission to Central Payroll.
  • Maintains and implements faculty new hire/reappointment checklist; acts as primary contact for faculty regarding University payroll policies and procedures; provides basic information and referrals for new faculty during onboarding and orientation process; answers phones and greets visitors. 
  • Responsible for maintaining accuracy of faculty data across systems, including PeopleSoft, Digital Measures, MIDAS, and other systems as needed.
  • Assists with implementation of the annual faculty salary increase program, including generating reports for salary equity analysis, updating the salary review process tracker, drafting letters and processing increases.
  • Maintains confidential personnel files and filing system, including records management protocols and archiving.
  • Generates and customizes reports as necessary, primarily using PeopleSoft and Qlikview.
  • Creates and maintains internal digital records for faculty appointments, coordinating with Academic Departments to ensure accurate capture of information in Digital Measures; processes uploads to MIDAS with HUID and email;
  • Attends monthly University-wide User Group meetings.
  • Maintains department financial records; monitors monthly budget reports and journals; uses online budget tool to assist in annual budget preparation;
  • Processes and reconciles departmental invoices and handles expense reporting and reimbursements for all faculty searches, candidate visits, and recruitment expenses. Handles procurement functions for the faculty affairs and academic affairs office suite, and acts as a liaison for Faculty Affairs with the Academic Programs Business Office and the Finance Office;
  • Works closely with the GSD Finance Office to ensure effective problem solving on appointment and payroll issues; must be able to respond to confidential and sensitive compensation questions with discretion and professionalism; records precedents and helps to improve systems and communication of policies.
  • As part of faculty affairs and academic affairs teams, performs related job duties as required.

Harvard Graduate School of Design

EEO Statement
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, gender identity, sexual orientation, pregnancy and pregnancy-related conditions, or any other characteristic protected by law.