NRSA Staffing Coordinator BWH Neurology

Boston, MA, United States

Job Description - Administrative Staffing and International Affairs Coordinator Neurology (3293904)

Administrative Staffing and International Affairs Coordinator Neurology - ( 3293904 )

The Brigham and Women’s Hospital, Department of Neurology (DoN) is a Harvard Medical School Affiliated Academic Department comprised of 19 Divisions. The Neurology Research portfolio includes 123 Faculty, 124 Research Fellows, 183 Support Staff, 150 Sponsored Staff, 125 Visa Holders.

Working in collaboration with the Director of Neurology Research Faculty, Fellow and Staffing Affairs (NRSA) and the NRSA Team Lead, within the Neurology Research Administration Central Office, the NRSA Staffing Coordinator will function in a fully remote environment as an integral member of the Neurology Research Staffing Affairs (NRSA) Office as well as the DoN Research Community at large.

The NRSA Coordinator will hold shared responsibility with a colleague to process requirements associated with: On-Boarding, Off-Boarding, Orientations and Reappointment for Incoming, Existing and Departing Staff Members at all levels. Additionally, the NRSA Coordinator will hold shared responsibility with a colleague to process J-1 & H-1B Visa Applications for both international Employees and Sponsored Staff.

A successful candidate will have a mature, positive, and helpful nature, will bring enthusiasm, pointed attention to detail, customer service and commitment to administrative work and will be able to work in a Remote Team that encompasses a dynamic and fast-paced environment.

PRINCIPAL DUTIES AND RESPONSIBILITIES:

Maintains a close working relationship with DoN Recruiting Supervisors, DoN Research Finance, DoN Research Administrative Support for Labs/Divisions, Incoming Applicants, NRSA Director & NRSA Team Lead as well as several Central Offices to on/off board Staff Members.

A. EMPLOYMENT

Monthly Staff:

• Serves as the departmental point of contact for the BWH HRProStaff Central Office. In this capacity, Coordinator serves as a mentor and gatekeeper collecting and processing DoN and BWH onboarding requirements (Employment In-Take Forms | Salary Offer Letter Templates & Approvals | Lab Documentation | External Salary Source Documentation, CV’s, etc.) in a timely fashion for successful on-boarding.

• Works closely with the DoN Academic Affairs Office and the Harvard Medical School (HMS) Central Office to process the requirements associated with HMS Initial DoN Sponsored Academic Affiliations.

Weekly Staff:

• Serves as the departmental point of contact for the BWH Talent Acquisition Central Office. In this capacity, Coordinator serves as a mentor and gatekeeper of collecting and processing DoN and HR Recruiting/Talent Acquisition onboarding requirements (Job Descriptions| Taleo Postings | References | Salary Offer Processes | Position Requisition Control, etc.) in a timely fashion to secure candidates.

B. SPONSORED STAFF

• Serves as the departmental point of contact for the BWH Office Sponsored Staff Central Office (OSSVS). In this capacity, Coordinator serves as a mentor and gatekeeper of collecting and processing DoN and OSSVS onboarding requirements for Initial & Renewal Status for Research roles: Observers, Research Trainees, Sponsored Employees, Collaborators and Contractors.

• Processes Monthly Stipends for OSSVS Research Trainees.

C. INTERNATIONAL SPONORSHIPS

• Serves as the departmental point of contact for the Office for Global Professionals and Scholars (GPS) and the Harvard International Office (HIO) Central Offices. In this capacity, Coordinator serves as a mentor and gatekeeper of collecting and processing DoN and GPS/HIO visa application requirements for review and Immigration processing. Coordinator serves as a mentor to managers and foreign nationals on the varying visa requirements, guidelines, and restrictions, and guides staff through immigration-related questions and issues, referring them to GPS/HIO as appropriate. Predominantly processing J-1, J-1 Student and H-1B applications. Scope includes initial, renewal, amendment, transfer, departure, and travel applications, as well as check requests for Visa processing.

D. ORIENTATION

• Position ensures that Applicants are on-boarded in Employment and Sponsored Staff Status as scheduled and communicates to stakeholders when a variance is required.

• The Coordinator is charged with providing a brief NRSA DoN Orientation, for all staff, post BWH Orientation for Employment & Sponsored Staff.

E. TIMEKEEPING

• Serves as the DoN NRSA Timekeeper for 50% of the Non-Exempt, Weekly Paid Staff and assists with coverage in the absence of the Exempt Timekeeper and/or Non-Exempt Colleague.

• Reviews Weekly reporting activity for Employees in queue and collects Overtime & Paid Time Off Approvals from Supervisors.

• Mentors Employees on UKG timekeeping processes and refers them as required to AskMyHR when necessary.

F. EXIT PROCESSES

The NRSA Coordinator collects and processes all requirements associated with Terminations (Employment| Sponsored Staff| Visa Holders) and communicates departure to all stakeholders.

G. EDUCATION & COMMUNITY INVOLVEMENT

• As a valued member of process & flow, the NRSA Coordinator is required to attend training sessions and Standing Mtgs offered by the Central Offices (HRProStaff/Talent Acquisition/OSSVS/GPS &HIO) as well as Institutional opportunities (UKG/Workday/MGB Integration, etc.) to maintain a current understanding of fluid requirements.

• The NRSA Coordinator is an active and contributing participant on the Neurology Support Staff Team. May be asked to join designated DoN Workgroups, such as the DoN Orientation Workgroup.

H. ADMINISTRATION

• Responsible for maintaining accurate On-boarding & Off-boarding NRSA databases, tracking systems, and shared drives as it relates to requirements collected and submitted to the Central Offices for Incoming/Departing Staff.

• Serves as an integral and contributing member of the NRSA team working with the NRSA Director and NRSA Team Lead in adopting best practices as we move towards Workday & System Integration.

• Other duties as assigned by the NRSA Director & NRSA Team Lead.

QUALIFICATIONS:

High school diploma required.

• Bachelor’s degree strongly preferred, but not required.

• Minimum of 2 years of administrative experience with increasing level of responsibility and independence, preferably in a culturally diverse setting.

SKILLS/ABILITIES/COMPETENCIES REQUIRED:

• Knowledge of visa guidelines and applications preferred but not required.

• Knowledge of on-boarding staff preferred but not required.

• Discretion, sensitivity, judgement and confidentiality required.

• Must possess strong interpersonal skills to effectively communicate with cross functional teams including staff at all levels of the organization.

• Ability to successfully negotiate and collaborate with others of different skill sets, backgrounds and levels internal and external to the organization.

• Strong organizational skills and attention to detail are required.

• Ability to prioritize effectively, multitask, problem solve and work within established protocols and systems.

• Strong knowledge of the Microsoft Office suite, including Word, Excel, PowerPoint, and Outlook.

• Seeking a team member that works well in a group but also with autonomy.

PRINCIPAL DUTIES AND RESPONSIBILITIES:

Maintains a close working relationship with DoN Recruiting Supervisors, DoN Research Finance, DoN Research Administrative Support for Labs/Divisions, Incoming Applicants, NRSA Director & NRSA Team Lead as well as several Central Offices to on/off board Staff Members.

A. EMPLOYMENT

Monthly Staff:

• Serves as the departmental point of contact for the BWH HRProStaff Central Office. In this capacity, Coordinator serves as a mentor and gatekeeper collecting and processing DoN and BWH onboarding requirements (Employment In-Take Forms | Salary Offer Letter Templates & Approvals | Lab Documentation | External Salary Source Documentation, CV’s, etc.) in a timely fashion for successful on-boarding.

• Works closely with the DoN Academic Affairs Office and the Harvard Medical School (HMS) Central Office to process the requirements associated with HMS Initial DoN Sponsored Academic Affiliations.

Weekly Staff:

• Serves as the departmental point of contact for the BWH Talent Acquisition Central Office. In this capacity, Coordinator serves as a mentor and gatekeeper of collecting and processing DoN and HR Recruiting/Talent Acquisition onboarding requirements (Job Descriptions| Taleo Postings | References | Salary Offer Processes | Position Requisition Control, etc.) in a timely fashion to secure candidates.

B. SPONSORED STAFF

• Serves as the departmental point of contact for the BWH Office Sponsored Staff Central Office (OSSVS). In this capacity, Coordinator serves as a mentor and gatekeeper of collecting and processing DoN and OSSVS onboarding requirements for Initial & Renewal Status for Research roles: Observers, Research Trainees, Sponsored Employees, Collaborators and Contractors.

• Processes Monthly Stipends for OSSVS Research Trainees.

C. INTERNATIONAL SPONORSHIPS

• Serves as the departmental point of contact for the Office for Global Professionals and Scholars (GPS) and the Harvard International Office (HIO) Central Offices. In this capacity, Coordinator serves as a mentor and gatekeeper of collecting and processing DoN and GPS/HIO visa application requirements for review and Immigration processing. Coordinator serves as a mentor to managers and foreign nationals on the varying visa requirements, guidelines, and restrictions, and guides staff through immigration-related questions and issues, referring them to GPS/HIO as appropriate. Predominantly processing J-1, J-1 Student and H-1B applications. Scope includes initial, renewal, amendment, transfer, departure, and travel applications, as well as check requests for Visa processing.

D. ORIENTATION

• Position ensures that Applicants are on-boarded in Employment and Sponsored Staff Status as scheduled and communicates to stakeholders when a variance is required.

• The Coordinator is charged with providing a brief NRSA DoN Orientation, for all staff, post BWH Orientation for Employment & Sponsored Staff.

E. TIMEKEEPING

• Serves as the DoN NRSA Timekeeper for 50% of the Non-Exempt, Weekly Paid Staff and assists with coverage in the absence of the Exempt Timekeeper and/or Non-Exempt Colleague.

• Reviews Weekly reporting activity for Employees in queue and collects Overtime & Paid Time Off Approvals from Supervisors.

• Mentors Employees on UKG timekeeping processes and refers them as required to AskMyHR when necessary.

F. EXIT PROCESSES

The NRSA Coordinator collects and processes all requirements associated with Terminations (Employment| Sponsored Staff| Visa Holders) and communicates departure to all stakeholders.

G. EDUCATION & COMMUNITY INVOLVEMENT

• As a valued member of process & flow, the NRSA Coordinator is required to attend training sessions and Standing Mtgs offered by the Central Offices (HRProStaff/Talent Acquisition/OSSVS/GPS &HIO) as well as Institutional opportunities (UKG/Workday/MGB Integration, etc.) to maintain a current understanding of fluid requirements.

• The NRSA Coordinator is an active and contributing participant on the Neurology Support Staff Team. May be asked to join designated DoN Workgroups, such as the DoN Orientation Workgroup.

H. ADMINISTRATION

• Responsible for maintaining accurate On-boarding & Off-boarding NRSA databases, tracking systems, and shared drives as it relates to requirements collected and submitted to the Central Offices for Incoming/Departing Staff.

• Serves as an integral and contributing member of the NRSA team working with the NRSA Director and NRSA Team Lead in adopting best practices as we move towards Workday & System Integration.

• Other duties as assigned by the NRSA Director & NRSA Team Lead.

QUALIFICATIONS:

High school diploma required.

• Bachelor’s degree strongly preferred, but not required.

• Minimum of 2 years of administrative experience with increasing level of responsibility and independence, preferably in a culturally diverse setting.

SKILLS/ABILITIES/COMPETENCIES REQUIRED:

• Knowledge of visa guidelines and applications preferred but not required.

• Knowledge of on-boarding staff preferred but not required.

• Discretion, sensitivity, judgement and confidentiality required.

• Must possess strong interpersonal skills to effectively communicate with cross functional teams including staff at all levels of the organization.

• Ability to successfully negotiate and collaborate with others of different skill sets, backgrounds and levels internal and external to the organization.

• Strong organizational skills and attention to detail are required.

• Ability to prioritize effectively, multitask, problem solve and work within established protocols and systems.

• Strong knowledge of the Microsoft Office suite, including Word, Excel, PowerPoint, and Outlook.

• Seeking a team member that works well in a group but also with autonomy.

BWH is an Affirmative Action Employer. By embracing diverse skills, perspectives and ideas, we choose to lead. All qualified applicants will receive consideration for employment without regard to race, color, religious creed, national origin, sex, age, gender identity, disability, sexual orientation, military service, genetic information, and/or other status protected under law. We will ensure that all individuals with a disability are provided a reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment.

#J-18808-Ljbffr