Part-time position: 12-14 hours per week

Rate: $40-45/hour

The Bloomberg Center for Cities at Harvard University serves a global community committed to improving public management, leadership, and governance. The Center’s cross-Harvard collaboration unites expertise focused on cities across disciplines and schools to produce research, train leaders, and develop resources for global use. The Center is designed to have practical impact on the future of cities, where more than half of the world’s people now live, by informing and inspiring local government leaders, scholars, students, and others who work to improve the lives of residents around the world.

Position Description

The Bloomberg Center for Cities seeks a part-time Administrative Coordinator to join a growing and dynamic Administration and Finance team. The ideal candidate is a self-starter who is able to adapt to consistently changing priorities with ease and adaptability. Successful candidates will possess strong interpersonal communication, organizational, and problem-solving skills; will have the ability to prioritize and handle a wide range of tasks and projects simultaneously; will exercise good judgment and demonstrate initiative with a strong attention to detail and independence. The Admin Coordinator will provide HR, operational & administrative support for the Bloomberg Center for Cities, working in close collaboration with the Manager & Senior Associate for Finance and Administration.

Responsibilities

HR Support

• Provide ongoing HR and administrative operational support to the programs/initiatives based at the Bloomberg Center for Cities acting as a liaison to HKS HR to help answer questions related to new hire status, student appointments, fellows, payroll, time approval, and term renewals.
• Monitor and process term extensions and renewals for staff, students, and fellows.
• Support the end-to-end new hire and appointment approval process for staff, students, research assistants, temps, LHTs, and affiliates. Process all required paperwork and workflows (e.g., tax forms, student forms, HUID requests, HKS HR, fellows/affiliate workflows, HSR) while tracking progress and keeping managers informed.

Financial Operations & Administrative Support

• Process and track payments and stipends to faculty, staff, students, and fellows participating in Center-related programs and initiatives; maintain accurate records and update internal tracking systems accordingly.
• Manage and coordinate vendor setup in Harvard’s B2P system by serving as a liaison between the Center and prospective vendors/payees.
• Coordinate stipend reimbursement processing and travel stipend coordination for students and fellows.
• Maintain database of financial and HR records, keeping internal tracking and workflow data processes updated.

Qualifications

• 2-3 years of related experience in HR, administrative or financial operations support
• The position requires a high level of organization, adaptability, flexibility and the ability to multitask while maintaining attention to detail
• Proficient in Microsoft office (Word, Excel, etc.), Zoom and exposure to, or willingness to learn, CRM/database software such as Salesforce, Airtable and other internal Harvard administrative systems
• Demonstrated experience with project coordination, operations, including event and meeting support
• Excellent verbal and written communication skills
• Successful candidate must be highly motivated and detail-oriented, have the ability to meet tight deadlines and competing demands

Please note this position is part-time, temporary, and not eligible for benefits.

Interested candidates should send a cover letter and resume to Daniella Eras, Assistant Director of Administration & Finance at daniella_eras@hks.harvard.edu