HR & Finance Assistant (Hybrid) Relocation Assistance Offered! Location Hybrid remote in Cambridge, MA : Classification: Non-Exempt Job Family: Operations Reports to: Human Resources Manager Summary: This is an excellent opportunity for a highly organized, self-motivated and customer service-oriented individual to join the dynamic and supportive HR and Financial Operations teams at Whitehead Institute. This is a full-time, hybrid position (option to work 80% remote after the initial training period). Located in the biotech and biomedical research hub of Kendall Square in Cambridge, Massachusetts, Whitehead Institute is a world-renowned nonprofit research and educational institution that has pushed the cutting-edge of research since 1982. Whitehead Institute's scientists are world-famous for their discoveries in genetics, genomics, stem cells, cancer, and developmental biology. OVERALL RESPONSIBILITY Reporting to the Human Resources Manager, with a dotted line report to the Chief Financial Officer, the HR & Finance Assistant will play an integral role in the daily operations at Whitehead Institute by providing comprehensive administrative support to the Human Resources and Financial Operations departments. CHARACTERISTIC DUTIES (HR Assistant 80%) Provide cross-functional administrative support to human resources as needed (e.g., correspondence generation, supply orders, process invoices, reconcile monthly American Express bill, record keeping, document scanning, HRIS data entry) while ensuring accuracy and confidentiality at all times. Provide a high level of customer service while answering routine HR questions, redirecting employees to appropriate contacts, as needed. Participate in and support HR initiatives in the areas of performance management, compensation planning, benefits, immigration, rewards and recognition, training and development, DE&I, etc. Follow-up with new hires to ensure onboarding documents are completed on time. Assist with distribution of Whitehead Institute badges including replacing lost badges, updating user access, deleting badges for terminated staff and providing audit reports to management. Maintain Whitehead Institute intranet site "Inside Whitehead", including the creation of monthly "New Hires at Whitehead" notification. Manage background check process ensuring compliance with Whitehead policies and state and federal laws. Oversee ordering process for MIT ID Cards, Postdoc Business Cards and Bike Permit distribution. Examine employee files to answer inquiries to include verification of employment, and provide information to authorized persons as necessary. Ensure accuracy of HR data by audits system records as directed. Perform other related duties, as necessary. CHARACTERISTIC DUTIES (Finance Assistant 20%) Coordinate processes that require the CFO's review and/or approval. Maintain CFO's calendar, including scheduling appointments and meetings. Coordinate occasional CFO travel as needed. Organize meetings, special programs, including room reservations, catering requests, managing invitation and attendance lists. Assist with Board of Directors and committee meeting preparation. Order supplies and process invoices for the Financial Operations Department. Review and answer correspondence and inquiries, including telephone calls to the CFO. When appropriate, forward to others within administration. Draft letters, memos and emails from own knowledge or from verbal instructions for the CFO's approval. Prepare materials in final form from drafts, design the layout of complex reports, proposals and tables. Maintain sensitive files. Perform other related duties, as necessary QUALIFICATIONS High School Diploma or equivalent experience/training and 3+ years of directly related experience, preferable in higher education or human resources. Excellent organizational skills with proven ability to successfully prioritize competing responsibilities. High degree of integrity, discretion and tact in dealing with confidential or complex information. Willing to providing the highest level of customer service and responsiveness. Comfort interfacing within a diverse community. Ability to adjust remote work schedule as needed to attend on-site events. Solid verbal and written communication skills. Strong attention to detail. Ability to work under minimum supervision and act on own initiative Strong working knowledge of MS Office, including Outlook, Google Drive, GMAIL, Excel, Word and PowerPoint with willingness to learn new systems. Familiarity with Workday a plus. Ability and willingness to learn practices and procedures of the institute. Whitehead Institute is an E-Verify employer
