Faculty Administrative Assistant

Faculty Support SpecialistAs 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.Responsibilities include:Administratively supports multiple faculty, while acting as a liaison between students, other instructors, and various HBS and University departmentsProvides support to faculty and/or other projects on a short-term and long-term basis based on business needs and varying team support requirementsSupports 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 eventsPerforms basic online research; retrieves books, articles, and other informationPrepares documents for articles, cases, teaching and research materials, which may include proofreading, formatting exhibits, citations, and organizing filesComposes, prepares, and edits professional correspondence that is sometimes confidentialBuilds strong relationships with stakeholders, including faculty, staff, and external partnersCoordinates complex travel arrangements, itineraries, and travel visasPrepares, tracks, and processes expense reimbursements in a timely and accurate mannerPerforms 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 behalfMay manage the administrative process for faculty and doctoral recruiting: distribution of candidate material, planning and coordination of visits, and compliance with recruiting guidelinesMay organize and plan logistics for seminars series, research conferences and other unit eventsBeing responsible for other duties as assignedQualifications: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 mustNOTE: 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 suiteAdditional Qualifications and Skills:You set a high bar for yourself with attention to detail, confidentiality, and strong customer serviceYou work well independently and also contribute as a valuable team member with an attitude focused on helping othersPeople describe you as reliable and resourceful – you always follow through and strive to surpass expectationsYou have a willingness to work in a collaborative work environment supporting a variety of faculty, colleagues, and changing assignments based on business needsYou can adapt quickly to changing staffing assignments, responsibilities, tasks, and feedbackYou 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 analysisAdditional Information:Standard Hours/Schedule: 35 hours per week, overtime eligibleCompensation Range: $31.86 - $34.61 per hour ( $58,000 - $63,000 annually), commensurate with experienceVisa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this positionPre-Employment Screening: IdentityOther 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.Learn more about these and additional benefits on our Benefits & Wellbeing Page.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.

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