Job Listings

Faculty Support Specialist

Company:
Harvard University
Job Location:
Cambridge, 02138
Category:
Administrative Assistants
Type:
Full-Time
Harvard Business School

66284BR

Job Summary
Harvard Business School seeks a bright, multitasking, and self-motivated individual to support faculty with complex administrative duties related to their teaching, research, and other responsibilities. You will act as a seamless extension of the faculty you support and will work closely with other Faculty Support Specialists across ten academic units, as well as with your manager. Faculty Support Specialists also work with peers on activities that support teaching, research, finance, and other departments.

The position requires individuals to work independently with minimal supervision and to work effectively as part of a team. Faculty Support Specialists must have outstanding organizational skills and meticulous attention to detail; an ability to communicate effectively and professionally; demonstrated initiative and willingness to continuously develop new skills; and an ability to work with multiple supervisors and manage competing priorities, meet deadlines, and follow through on projects. The position requires a strong customer service orientation, good judgment, and flexibility. The ability to handle confidential material with tact and discretion is essential. Strong technical skills are required. Overtime may be required.

Position Description
Specific duties include but are not limited to the following:
  • Administratively support multiple faculty while also acting as a liaison between students, other instructors, and various HBS and University departments.
  • Supports faculty when they are teaching; assembling and editing syllabi, preparing materials and presentations for class; coordinating arrangements for class visitors; proctoring exams; coordinating audiovisual support as needed. Responsible for maintaining HBS course platform for faculty, producing seating charts, updating class participation, etc.
  • Facilitate online course delivery utilizing various virtual learning platforms, such as Zoom, to support a virtual classroom.
  • Manages extremely active, complex calendars, scheduling appointments with students and others, making room and catering arrangements as necessary, and preparing documents for meetings.
  • Determines faculty preferences for meetings and plans accordingly, keeping faculty well informed of the schedule and other changes. This is managed with the flexibility to accommodate shifting schedules and priorities of faculty, senior university leaders, and external constituents.
  • Performs basic online research; retrieves books, articles, and other information.
  • Assists in the preparation of documents for articles, cases, and teaching and research materials, which may include proofreading, formatting exhibits, and citations.
  • Composing, preparing, and editing correspondence that is sometimes confidential.
  • Maintains accurate and organized files for faculty.
  • Proven ability to handle sensitive material and information with discretion.
  • Coordinates complex travel arrangements. Prepares itineraries and documents to facilitate faculty travel; assesses different itineraries for cost, convenience, and faculty preferences; and arranges for travel visas.
  • Prepares and processes expense reimbursements in a timely and accurate manner. Tracks outstanding faculty expenses, from purchase to payment.
  • Arrange both large and small internal and external meetings, special events, and activities.
  • Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows through on projects to successful completion, often with deadline pressures while juggling multiple requests across multiple faculty.
  • Greets visitors as the primary contact on faculty's behalf, and responds to phone calls, voicemails, and emails in a timely manner.
  • Work is primarily managed on-campus; there may be a time for purposes of operational continuity to work remotely.
  • Order office supplies and help to maintain a clean, neat, and functional working environment.
  • Work effectively within our collaborative, cross functional team environment on a variety of assignments.
  • Be responsible for other duties as assigned.
Basic Qualifications
  • High School Diploma or GED required.
  • Education beyond high school may count toward experience. 
  • 3+ years of experience working in an administrative, clerical, executive support, coordination, or related professional capacity is required.
  • Hands-on experience using Microsoft Office (Word, Excel, PowerPoint, etc.) is a must.
  • NOTE: As part of the interview process, you may be asked to complete a technical skills assessment that involves tasks related to the role utilizing the Microsoft Office suite.
Additional Qualifications and Skills
  • You set a high bar for yourself with attention to detail and strong customer service.
  • You know how to be helpful even when you don't have the answer.
  • Adaptability is second nature; with constant change, you are flexible and receptive to feedback.
  • You are comfortable juggling competing priorities, reporting to multiple supervisors, and accommodating a broad range of work-styles.
  • You work well independently and also contribute as a valuable team member.
  • People describe you as reliable - you always follow through and strive to surpass expectations.
Additional Information
This is a hybrid position which we consider to be a combination of remote and onsite work at our Boston, MA based campus. HBS expects all staff to be onsite 3 days per week and departments provide onsite coverage Monday - Friday. Specific hours and days onsite will be determined by business needs and are subject to change with appropriate advanced notice.

This role is 35 hours per week and is overtime eligible. 

A cover letter is required to be considered for this role. When uploading your resume and cover letter to your application, please make sure that they are both in the same Microsoft Word or Adobe PDF document. Do not upload them as two separate documents.

Harvard Business School will not offer visa sponsorship for this opportunity.

Culture of Inclusion: The work and well-being of HBS is profoundly strengthened by the diversity of our network and our differences in background, culture, national origin, religion, sexual orientation, and life experiences. Explore more about HBS work culture here http://www.hbs.edu/employment.

Work Format Details
This is a hybrid position that is based in Massachusetts. Additional details will be discussed during the interview process. All remote work must be performed within one of the Harvard Registered Payroll States, which currently includes Massachusetts, Connecticut, Maine, New Hampshire, Rhode Island, Vermont, Georgia, Illinois, Maryland, New Jersey, New York, Virginia, Washington, and California (CA for exempt positions only). Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

Benefits
We invite you to visit Harvard's Total Rewards website (https://hr.harvard.edu/totalrewards) to learn more about our outstanding benefits package, which may include:
  • Paid Time Off: 3-4 weeks of accrued vacation time per year (3 weeks for support staff and 4 weeks for administrative/professional staff), 12 accrued sick days per year, 12.5 holidays plus a Winter Recess in December/January, 3 personal days per year (prorated based on date of hire), and up to 12 weeks of paid leave for new parents who are primary care givers.
  • Health and Welfare: Comprehensive medical, dental, and vision benefits, disability and life insurance programs, along with voluntary benefits. Most coverage begins as of your start date.
  • Work/Life and Wellness: Child and elder/adult care resources including on campus childcare centers, Employee Assistance Program, and wellness programs related to stress management, nutrition, meditation, and more.
  • Retirement: University-funded retirement plan with contributions from 5% to 15% of eligible compensation, based on age and earnings with full vesting after 3 years of service.
  • Tuition Assistance Program: Competitive program including $40 per class at the Harvard Extension School and reduced tuition through other participating Harvard graduate schools.
  • Tuition Reimbursement: Program that provides 75% to 90% reimbursement up to $5,250 per calendar year for eligible courses taken at other accredited institutions.
  • Professional Development: Programs and classes at little or no cost, including through the Harvard Center for Workplace Development and LinkedIn Learning.
  • Commuting and Transportation: Various commuter options handled through the Parking Office, including discounted parking, half-priced public transportation passes and pre-tax transit passes, biking benefits, and more.
  • Harvard Facilities Access, Discounts and Perks: Access to Harvard athletic and fitness facilities, libraries, campus events, credit union, and more, as well as discounts to various types of services (legal, financial, etc.) and cultural and leisure activities throughout metro-Boston.
Job Function
Faculty & Student Services, General Administration

Department Office Location
USA - MA - Boston

Job Code
403028 Faculty Assistant II

Work Format
Hybrid (partially on-site, partially remote)

Sub-Unit
*

Salary Grade
053

Department
Division of Research and Faculty Development

Union
55 - Hvd Union Cler & Tech Workers

Time Status
Full-time

Pre-Employment Screening
Identity

Commitment to Equity, Diversity, Inclusion, and Belonging
Harvard University views equity, diversity, inclusion, and belonging as the pathway to achieving inclusive excellence and fostering a campus culture where everyone can thrive. We strive to create a community that draws upon the widest possible pool of talent to unify excellence and diversity while fully embracing individuals from varied backgrounds, cultures, races, identities, life experiences, perspectives, beliefs, and values.

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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