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.
- 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
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
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.
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