Faculty Administrative Assistant

Job Description

We are actively hiring for multiple Faculty Administrative Assistant roles under this posting. Apply today!

Why Join Us?

• Impact-driven role, supporting faculty who are educating leaders who make a difference in the world
• Hybrid, 3 days per week onsite role on our Boston based campus
• $31.86 - $34.61 per hour (commensurate with experience), 35 hours per week, overtime eligible role
• Rich benefits options including, medical, dental, and vision insurance as well as tuition reimbursement
• Robust paid time off: 3 weeks of vacation,12 sick days per year, 3 personal days, plus 12.5 paid holidays
• 5% annual employer contribution to 403b retirement account
• Save on commuting: Harvard covers 60% of the cost for MBTA monthly bus, subway, commuter rail, and commuter boat passes

What You Will Do:

As the professors’ administrative assistant, this role provides valuable tactical and administrative help to our faculty in support of Harvard Business School's (HBS) mission to educate leaders who make a difference in the world. Reporting to a Manager of Unit and Faculty Support the Faculty Administrative Assistant supports faculty with complex administrative duties related to their teaching, research, and other responsibilities. The Faculty Administrative Assistant will act as a seamless extension of the faculty they support and will work closely with other Faculty Administrative Assistants across ten academic units, as well as with their manager. Faculty Administrative Assistants also work with and assist peers on activities that support teaching, research, finance, and other departments.

• Administratively supports multiple faculty, while acting as a liaison between students, other instructors, and various HBS and University departments
• Provides support to faculty and/or other projects on a short-term and long-term basis based on business needs and varying team support requirements
• Supports faculty when they are teaching and with course platform; assembling and editing syllabi, supporting the grading process, preparing materials and presentations for class; coordinating arrangements for class visitors, etc.
• Manages and coordinates extremely active, complex calendars; scheduling appointments, meetings, and events
• Performs basic online research; retrieves books, articles, and other information
• Prepares documents for articles, cases, teaching and research materials, which may include proofreading, formatting exhibits, citations, and organizing files
• Composes, prepares, and edits professional correspondence that is sometimes confidential
• Builds strong relationships with stakeholders, including faculty, staff, and external partners
• Coordinates complex travel arrangements, itineraries, and travel visas
• Prepares, tracks, and processes expense reimbursements in a timely and accurate manner
• Performs office management responsibilities such as ordering supplies, maintaining a clean working environment, greeting visitors, and responding to correspondence in a timely manner on the faculty’s behalf
• May manage the administrative process for faculty and doctoral recruiting: distribution of candidate material, planning and coordination of visits, and compliance with recruiting guidelines
• May organize and plan logistics for seminars series, research conferences and other unit events
• Build trust and collaboration by being present on-site and engaging directly with colleagues and various constituents.
• Being responsible for other duties as assigned

Please note the internal and official job title for this role is Faculty Support Specialist. If you are hired for the role your title will be Faculty Support Specialist.

Qualifications:
Qualifications

Basic Qualifications:

• High School Diploma or GED required.
• 3+ years of experience working in an administrative, clerical, executive support, coordination, or related professional capacity is required.
• Education beyond high school may count toward experience.
• Hands-on experience using Microsoft Office (Word, Excel, PowerPoint, etc.) is a must
• NOTE: As part of the interview process, candidates who reach a certain stage will be asked to complete a hands-on 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, confidentiality, and strong customer service
• You work well independently and also contribute as a valuable team member with an attitude focused on helping others
• People describe you as reliable and resourceful – you always follow through and strive to surpass expectations
• You have a willingness to work in a collaborative work environment supporting a variety of faculty, colleagues, and changing assignments based on business needs
• You can adapt quickly to changing staffing assignments, responsibilities, tasks, and feedback
• You are proficient in navigating and using major social media platforms (such as Facebook, Twitter, Instagram, LinkedIn, and TikTok) for basic content creation, audience engagement, and trend analysis

Please note: A cover letter is required to be considered for this opportunity.

Additional Information

• Standard Hours/Schedule: 35 hours per week, overtime eligible
• Compensation Range: $31.86 - $34.61 per hour ( $58,000 - $63,000 annually), commensurate with experience
• Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position
• Pre-Employment Screening: Identity
• Other 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. * 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.

#LI-PG1

Work Format Details

This position has been determined by school or unit leaders that some of the duties and responsibilities can be effectively performed at a non-Harvard location. The work schedule and location will be set by the department at its discretion and based upon operational needs. When not working at a Harvard or Harvard-designated location, employees in hybrid positions must work in a Harvard registered state in compliance with the University’s Policy on Employment Outside of Massachusetts. Additional details will be discussed during the interview process. Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

Salary Grade and Ranges

This position is salary grade level 053. Please visit Harvard's Salary Ranges to view the corresponding salary range and related information.

Benefits

Harvard offers a comprehensive benefits package that is designed to support a healthy work-life balance and your physical, mental and financial wellbeing. Because here, you are what matters. Our benefits include, but are not limited to:

• Generous paid time off including parental leave
• Medical, dental, and vision health insurance coverage starting on day one
• Retirement plans with university contributions
• Wellbeing and mental health resources
• Support for families and caregivers
• Professional development opportunities including tuition assistance and reimbursement
• Commuter benefits, discounts and campus perks

Learn more about these and additional benefits on our Benefits & Wellbeing Page.

EEO/Non-Discrimination Commitment Statement

Harvard University is committed to equal opportunity and non-discrimination. We seek talent from all parts of society and the world, and we strive to ensure everyone at Harvard thrives. Our differences help our community advance Harvard's academic purposes.

Harvard has an equal employment opportunity policy that outlines our commitment to prohibiting discrimination on the basis of race, ethnicity, color, national origin, sex, sexual orientation, gender identity, veteran status, religion, disability, or any other characteristic protected by law or identified in the university's non-discrimination policy. Harvard's equal employment opportunity policy and non-discrimination policy help all community members participate fully in work and campus life free from harassment and discrimination.