Job Listings

Student Funding Coordinator

Harvard University
Job Location:
Boston, Massachusetts
Administrative Assistants
Harvard Medical School


Job Summary
Harvard Medical School (HMS) Graduate Education (GradEd) seeks a highly motivated, well-organized, dynamic individual to join their team. As the principal administrator of graduate student and temporary employee appointments and on-boarding, this team member will be responsible for all aspects of appointing and on-boarding GradEd master's and Ph.D. students to tutor, teaching fellow, and hospital lab research assistant appointments and for all appointment extensions. This individual will also be the primary administrator of GradEd temporary or LHT employee appointments and will serve as back-up for hiring and onboarding HMS GradEd staff. This exciting opportunity requires a high level of customer service and attention to detail and will work in collaboration with members of the GradEd team, as well as colleagues in different departments across HMS and FAS, including the HMS payroll department, HMS Human Resources (HR), Labor and Employee Relations Office and any FAS Cambridge departments as needed.

Job-Specific Responsibilities
  • Manage the appointment and onboarding process, as well as the appointment extension process, each semester for GradEd master's and Ph.D. students and temporary staff employees by appointing tutors, teaching fellows (TFs), temporary employees, and less than half-time employees (LHTs). Will serve as backup for hiring and onboarding HMS GradEd staff.
  • Manage the I9 documentation process for graduate students and temporary employees hired within HMS GradEd. Work with HMS HR and HMS Payroll to keep updated on current I9 rules and regulations. Act as a liaison to educate new students, hires, and temporary employees on the I9 process, submit completed and reviewed I9 documentation to HMS HR for approval, as well as answer I9 specific questions.
  • Collaborate with the HMS GradEd Finance team and HMS HR to process Research Assistant appointments for the existing 80 - 120 GradEd Ph.D. students working in hospital-based labs and 20 new students who join hospital-based labs yearly. Assist with data collection and coordination of different types of support and the preparation of billing agreements when appropriate.
  • Manage appointment process for summer programs interns
  • Schedule and lead regular meetings with HMS GradEd colleagues and HMS quad department administrators who manage graduate student department appointments to share and discuss best practices. Liaison with Labor and Employee Relations Office on an as-needed basis.
  • Coordinate with HMS GradEd Finance team to define and monitor the budget for HMS GradEd student appointments.
  • Serve as Absence & Time/Labor admin for HMS GradEd students and temporary employees.
  • Responsible for knowledge of Harvard temporary employee hiring practices and HR policy. Collaborate with HMS HR regarding policy questions and updates. Responsible for basic knowledge of Student Union appointment policies and related policies within the Union Collective Bargaining Agreement. Collaborate with Office of Labor and Employee Relations regarding policy questions and updates.
  • Organize, implement and maintain hiring process and procedure documentation for hiring HMS GradEd graduate students and temporary employees.
  • Assist with other administrative duties and special ad hoc projects as needed.
Basic Qualifications
Three or more years of related experience. Education beyond high school may count toward experience

Additional Qualifications and Skills
  • College degree strongly preferred, or an equivalent of education plus relevant business experience
  • Experience with payroll processing and new hire paperwork
  • High level of organization skills with strong attention to detail
  • Must be comfortable working as part of a team in a busy, rapidly changing environment
  • Experience with computer information systems, desktop applications, online processes, and data processing helpful
  • Experience working in higher education and with confidential data
  • Familiarity with Microsoft Office
  • Able to handle highly confidential information with appropriate discretion and sensitivity required
  • Able to prioritize duties and meet multiple deadlines
  • Able to exercise a high degree of judgment to make sound independent decisions
Additional Information
This is a two-year term position from date of hire, with possibility of extension, contingent upon work performance and continued funding to support the position.

This Staff role is starting as a remote position due to the COVID-19 pandemic and while the Massachusetts COVID-19 state of emergency restrictions are still in place. The current remote nature of this role is considered temporary and may change as the University continues to evaluate options. While we continue to monitor the evolving COVID-19 guidelines, local on-campus work may be expected for some roles. Harvard Medical School does support flexible schedules, subject to individual departments' business needs.

Please note that we are currently conducting a majority of interviews and onboarding remotely and virtually. We appreciate your understanding.

We are committed to cultivating aninclusive workplace culture of faculty, staff, and students with diverse backgrounds, styles, abilities, and motivations. We appreciate and leverage the capabilities, insights, and ideas of all individuals. Harvard Medical School Mission and Community Values

Harvard University offers an outstanding benefits package including:
  • Time Off: 3 - 4 weeks paid vacation, paid holiday break, 12 paid sick days, 12.5 paid holidays, and 3 paid personal days per year.
  • Medical/Dental/Vision: We offer a variety of excellent medical plans, dental & vision plans, all coverage begins as of your start date.
  • Retirement: University-funded retirement plan with full vesting after 3 years of service.
  • Tuition Assistance Program: Competitive tuition assistance program, incredibly affordable classes directly at the Harvard Extension School, and discounted options through participating Harvard grad schools.
  • Transportation: Harvard offers a 50% discounted MBTA pass as well as additional options to assist employees in their daily commute.
  • Wellness options: Harvard offers programs and classes at little or no cost, including stress management, massages, nutrition, meditation, and complementary health services.
  • Harvard access to athletic facilities, libraries, campus events, and many discounts throughout metro Boston.
The Harvard Medical School is not able to provide visa sponsorship for this position.

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Job Function
General Administration

USA - MA - Boston

Job Code
403134 Coordinator I


Division of Medical Sciences

Time Status

Salary Grade

55 - Hvd Union Cler & Tech Workers

Pre-Employment Screening

35 hrs. per week | Monday - Friday | 9:00 am - 5:00 pm

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.
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