HR Systems Assistant

Company Description

By working at Harvard University, you join a vibrant community that advances Harvard's world-changing mission in meaningful ways, inspires innovation and collaboration, and builds skills and expertise. We are dedicated to creating a diverse and welcoming environment where everyone can thrive.

Why join Harvard Business School?

Harvard Business School, located on a 40-acre campus in Boston, was founded in 1908 as part of Harvard University. It is among the world's most trusted sources of management education and thought leadership. For more than a century, the School's faculty has combined a passion for teaching with rigorous research conducted alongside practitioners at world-leading organizations to educate leaders who make a difference in the world. Through a dynamic ecosystem of research, learning, and entrepreneurship that includes MBA, Doctoral, Executive Education, and Online programs, as well as numerous initiatives, centers, institutes, and labs, Harvard Business School fosters bold new ideas and collaborative learning networks that shape the future of business.

Job Summary

Harvard Business School’s mission is to educate leaders who make a difference in the world. The HR Systems Assistant supports the School’s overall excellence by executing a wide range of human resources systems and talent acquisition activities across platforms including PeopleSoft, SmartRecruiters, and SharePoint.

Reporting to both the Senior Consultant, Talent Acquisition and the Assistant Director, HR Systems, this role is responsible for carrying out day-to-day HRIS and talent acquisition operations for approximately 1,800 employees. The role ensures accurate and timely execution of onboarding, recruitment coordination, HR systems support, reporting, and employee inquiries. Working closely with HR Consultants, HR Partners, and other stakeholders across Harvard Business School (HBS) and Harvard University, this position serves as a key operational resource supporting core HR processes and services.

Job-Specific Responsibilities

Human Resources Information Systems (HRIS)

• Execute HR Self Service (HRSS) ticket management in Power Apps, including systems access requests, general HR inquiries, and custom report requests
• Serve as a point of contact for HR-related inquiries via HR@hbs.edu and other intake channels, triaging and responding or routing requests as appropriate
• Compile, deliver, and maintain recurring and ad hoc reports for HR Partners, managers, and compliance purposes (e.g., visa tracking, compensation, departmental reports)
• Process PSLF forms and support related documentation workflows
• Support time and absence administration, including notifications, reporting, and holiday communications
• Prepare PTO and related reports for payroll and termination processing
• Provide backup support for HRIS processes, including supervisor changes, time and absence updates, and position tracking activities
• Assist with annual audits and access reviews to ensure accuracy and compliance of HR systems data
• Maintain data integrity across systems and support documentation and reporting needs

Talent Acquisition

• Execute recruitment coordination in SmartRecruiters/Careers@Harvard, including requisition setup, posting, and workflow management
• Manage requisitions through the FTE and position tracking process, ensuring appropriate approvals, system setup, and stakeholder access
• Coordinate onboarding activities, including reviewing offer letters, updating hiring pipelines, initiating/verifying background checks and I-9 processes, verifying completion of required checks, and completing AAF documentation
• Ensure all hiring documentation is complete, accurately maintained, and communicated to HR, payroll, new hires, HR Partners, and hiring managers
• Process hires in system and ensures recruiter’s proper dispositioning of all candidates
• Send “Clear to Start/Welcome” communications, create a unified and welcoming onboarding experience, and serve as a point of contact for onboarding-related questions
• Support reappointment processes for recurring populations (e.g., research assistants, fellows, and other temporary or program-based roles)
• Assist with coordination of intern programs and related activities, including communications and logistics
• Maintain and update talent acquisition process documentation and provide support for system and process questions
• Support reporting and tracking of recruiting activity and metrics
• Work with Harvard’s managed services provider for contract labor, Yoh, on HBS engagements and reporting as needed

Other Related Duties

• Provide day-to-day operational support to HR Consultants, HR Partners, and HR team members
• Participate in team meetings and contribute to HR initiatives and projects as assigned
• Maintain organizational charts and support position-related documentation
• Assist with resume review and initial candidate screening, as needed
• Ensure compliance with University HR policies, procedures, and applicable regulations
• Serve as backup support for HRIS, TA, and HR colleagues as needed
• Build trust and collaboration by being present on-site and engaging directly with colleagues and various constituents.
• Be flexible and ready to take on additional duties as assigned.

Qualifications

Basic Qualifications

• High School Diploma, GED, or equivalent is required
• 3+ years of relevant experience in human resources, talent acquisition coordination, and/or related HRIS administration duties required.
• Education beyond high school may count toward experience.
• Microsoft Office 365 (Word, Excel, PowerPoint, SharePoint and Outlook) experience is a must.

Additional Qualifications and Skills

• Hands-on experience in HRIS systems (i.e., Peoplesoft, SAP, ADP, WorkDay) and/or experience using applicant tracking systems (i.e., SmartRecruiters, Greenhouse, iCIMS) is strongly preferred.
• Hands-on experience building reports and analyzing data is strongly preferred
• Strong team-oriented mindset with a willingness to support colleagues and contribute to shared goals.
• Keen attention to detail, with proven track record of success working in a time-sensitive, deadline driven setting is crucial.
• Discretion in handling complex and confidential information.
• Ability to learn and leverage new systems and technologies (like AI) quickly
• Ability to work independently with minimal supervision.
• Experience serving as a trusted partner, responsive and accurate
• Strong interpersonal customer service skills with the ability to work with people at all levels of seniority.
• Familiarity with HR policies and processes strongly preferred.
• Knowledge web site management is helpful

Additional Information

• Standard Hours/Schedule: 35 hours per week, overtime eligible role
• 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 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.

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.