Faculty Administrative Assistant

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.

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…