Coaching Operations Specialist, HBS Career & Professional Development

Harvard University • Boston, MA

1d • Hybrid

About The Position

Are you an organized, detail-oriented professional interested in supporting career coaching and development programs in a higher education setting? Are you looking to develop your administrative skills while working with a dynamic team of coaches and program staff? Would you like to be part of a team known for its culture and commitment to excellent service? If so, consider joining our HBS Career & Professional Development team as a Coaching Operations Specialist.

Requirements

• High School Diploma, GED, or equivalent is required
• 3+ years of experience in administrative support and/or related experience is required
• Education beyond high school may count toward experience
• Microsoft Office (Word, Excel, PowerPoint, and Outlook) experience is a must
• Availability for some evening and weekend work is required

Nice To Haves

• Experience in higher education, programming, or event coordination preferred
• Excellent verbal and written communication skills with strong interpersonal skills
• Exceptional attention to detail and organizational skills
• Ability to work independently and collaboratively; thrive with multiple concurrent responsibilities
• Ability to quickly learn new software and databases; comfort with technology platforms
• Willingness to suggest process improvements and contribute to team efficiency
• Flexibility to adapt to changing priorities and shifting program needs

Responsibilities

• Assist with day-to-day administration and support for coaching-related platforms under the direction of the Director, Career Coaching, including: Fieldglass (Time Reporting & Payroll Service) – Process and support coach time submissions and invoicing; 12twenty (Recruiting Platform) – Update event calendars, manage registrations, and ensure appointment/note tracking; CareerLeader – Assist with access provisioning for partners, staff, and alumni; troubleshoot user issues; Qualtrics – Execute survey launches and track completion as directed; Teams & SharePoint – Maintain shared resources, documents, and communication channels.
• Assist with weekly coach invoicing process for 50+ coaches; coordinate with Fieldglass and finance as needed.
• Prepare calendar invitations and materials for Peer Review Zoom meetings; assist with attendance tracking.
• Provide ongoing communication support to coaches (respond to routine inquiries; escalate complex issues).
• Assist with onboarding new coaches; help distribute orientation materials and program documentation.
• Distribute academic calendar and event information to coaches for Fall and Spring coaching appointment planning.
• Process coaching-related requests forwarded from the CPD main email account; route to appropriate staff or coaches.
• Manage access provisioning for CareerLeader for partners, staff, and alumni per established protocols.
• Distribute HBS Partner coaching requests to appropriate coaches per assignment list.
• Manage Coach-on-Call scheduling and appointment tracking in 12twenty per established protocols.
• Ensure all appointments and follow-up notes are recorded and accessible.
• Assist with logistics and coordination for the annual two-week Coach Training program (60+ attendees).
• Coordinate hotel, room, and food reservations with vendors.
• Organize presentations, materials, and technology support.
• Assist with the execution and administration of MBA coaching and career development programs, including: Electronic Resume and Cover Letter Reviews, AFAA and Club Resume Reviews, Job Search Drop-In Sessions, Practice Interview Programs, Other coaching-related programs as assigned.
• Create event listings and registrations in 12twenty for all coaching programs (excluding AFAA programs) per templates and guidance.
• Coordinate room reservations for program sessions and communicate logistics to coaches and participants.
• Manage student and alumni registrations; send reminders and confirmation communications.
• Collect, print, and distribute program materials as needed.
• Solicit and coordinate coach staffing for programs; maintain staffing schedules.
• Assist with processing Resume Book submission approvals and managing employer access per established criteria.
• Support Fall and Spring Resume Book creation and publication; coordinate with IT and communications teams.
• Process invoices for CEC-related expenses; route to appropriate approver.
• Review and approve MBA Event Calendar submissions daily per established criteria, or route to supervisor if outside parameters.
• Support additional CPD programming and initiatives as assigned.
• Build trust and collaboration by being present on-site and engaging directly with colleagues and various constituents.
• This role is responsible for other duties as assigned.

Benefits

• 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

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED