Job Information
Harvard University Coordinator, Unit and Faculty in Cambridge, Massachusetts
68013BRAuto req ID:68013BRJob Code:403040 Coordinator II Department Office Location:USA - MA - Boston Business Title:Coordinator, Unit and Faculty SupportSub-Unit:------------ Salary Grade (https://hr.harvard.edu/salary-ranges#ranges) :055Time Status:Full-time Union:55 - Hvd Union Cler & Tech Workers Basic Qualifications:
High School Diploma, GED, or equivalent is required
5+ years of experience in administrative support role(s) is required
Education beyond high school may count toward experience
Microsoft Office (Word, Excel, PowerPoint, and Outlook) experience is a must
Additional Qualifications and Skills:Additional/Desired Qualifications:
Experience in operational, administrative, or human resources support role in a higher education environment preferred.
Professionalism, experience with and commitment to providing excellent service both within a team and on an individual basis.
Sound judgment and critical thinking abilities.
Excellent time management and organizational skills, including the ability to manage and prioritize multiple priorities.
Comfort with taking initiative.
Attention to detail and high standards for accuracy.
An understanding of and sensitivity to confidential information and proven commitment to pro-active, top-level service with diplomacy, tact, and confidentiality.
Excellent written and verbal communication skills.
Ability to be flexible in a changing environment.
Additional duties and responsibilities include, but are not limited to, the following
Operations/Space/Project Management
Manages staff arrivals, departures, and moves.
Works with managers when new staff are hired to establish office/cubicle location
Collects information from managers and submits requests to Operations and IT.
Works with HBS IT and Operations to ensure timely installation of equipment and access. Ensures workspaces are clean and ready for staff.
Meets with TSS to review open work orders.
Maintains inventory of staff workspaces in all building locations
Provides administrative support for the activities related to the assignment of faculty office space
Submits all forms to operations and HBS IT and works with colleagues across the school to ensure the timely installation of equipment and access.
Keeps space plans up to date
Assists with space projects working closely with others on the team
Reports to AD and AMD on space issues and updates
Administrative Support
Assists in scheduling internal and external meetings, organizing and managing records, and helping prepare presentations, documentation, correspondence, and reports.
Assists with special projects related to areas of responsibility.
Supports the development of processes, guidelines, and best practices to advance organizational effectiveness.
May perform other duties as assigned
Additional Information:This is a 40-hour/week, overtime-eligible position.
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 a minimum of 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.
We may conduct candidate interviews virtually (phone and/or via Zoom) and/or in-person for this role.
A cover letter is required to be considered for this opportunity.
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 https://www.hbs.edu/employment.Department:Division of Research and Faculty DevelopmentPre-Employment Screening:Identity Job Function:Faculty & Student Services, General AdministrationPosition Description:Reporting to the Associate Director and working closely with others on the team, the Coordinator supports an array of general business management activities including but not limited to operations, human resources, event logistics, internal communications, data collection and tracking, and recruiting support. The Coordinator maintains the highest standards of confidentiality, while creating, maintaining and tracking staff administration records and information, and implementing programs to support the organizational culture.
The Coordinator’s responsibilities include:
Organizational Support
Coordinates activities that foster a positive, cohesive, effective organizational culture and morale
Organizes and coordinates training sessions, various meetings, and morale events, working with Operations on appropriate meeting space and catering, as needed. Ensures timely calendar invitations and monitors attendance. Supports day of meeting activities including hybrid access, seating cards, and other logistics.
Monitors use of morale and unit budget funds, and recommends appropriate use of funds that promotes a positive organizational culture.
Works with the team to identify, order and distribute morale gifts.
Handles life event recognitions
Maintains related documentation.
Provides administrative support for HR related programs such as performance management, training and development, leadership development, rewards and recognition, internal HBS programs, etc.
Tracks program eligibility and participation.
Monitors and tracks use of Rewards and Recognition funds, coordinating with others on the distribution of recognitions.
Monitors staff service recognition, ensuring that staff are appropriately recognized for their service to HBS and the University.
Coordinates internal communications
Maintains the Unit and Faculty Support HUB, an internal communications SharePoint site. Keeps site up to date; suggests and creates content; actively seeks pertinent information for site.
Maintains up-to-date email distribution lists for all communications.
Data Collection and Reporting
Maintains the Unit and Faculty Support QuickBase database.
Collects, tracks and maintains a database of metrics and data for reporting and planning purposes.
Maintains emergency contact information for the Unit and Faculty Support team.
Updates and maintains organizational charts.
Provides administrative support for the day-to-day recruiting and on-boarding activities for Unit and Faculty Support
Supports recruiting activities.
May screen resumes and cover letters, conduct phone screens, recommending applicants for further consideration.
Coordinates interview schedules with hiring managers. Ensures that candidates have information needed for interviews and campus visits.
Works with HBS HR, IT and Operations around candidate pre- employment paperwork. Works with managers to ensure a smooth on-boarding process.
Tracks orientation and review periods.
Tracks recruitment metrics, helping to assess the effectiveness of the recruitment efforts.
Provides administrative support for expense processing for the unit budgets
Processes Concur, Buy2Pay, Restaurant Associate orders and other financial requests.
Reviews expenses for adherence to policies and guidelines.
Communicates policy and procedure information to expense preparers.
Stays current on policy updates and suggests any needed process improvements to ensure smooth and timely reimbursements.
Additional responsibilities are listed in the Additional Qualifications section below.School/Unit:Harvard Business School 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.Job Summary:The Unit and Faculty Support Services team within the Division of Research and Faculty Development (DRFD) provides key faculty services at the unit and individual levels for unit administration and activities, course and program administration, and faculty administrative support. As part of the larger team, the Coordinator, Unit and Faculty Support provides a wide range of services to facilitate the hiring, training, and managing of the faculty administrative support staff.Commitment to Equity, Inclusion, and Belonging:Harvard University views equity, 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 this excellence while fully embracing individuals from varied backgrounds, cultures, races, identities, life experiences, perspectives, beliefs, and values.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.
Work Format:Hybrid (partially on-site, partially remote) LinkedIn Recruiter Tag (for internal use only):#LI-KD1About Us:Founded in 1908 as part of Harvard University, Harvard Business School is located on a 40-acre campus in Boston. Its faculty of more than 250 offers full-time programs leading to the MBA and PhD degrees, as well as more than 175 Executive Education programs, and Harvard Business School Online, the School’s digital learning platform. For more than a century, faculty have drawn on their research, their experience in working with organizations worldwide, and their passion for teaching, to educate leaders who make a difference in the world. The School and its curriculum attract the boldest thinkers and the most collaborative learners who will go on to shape the practice of business and entrepreneurship around the globe.