Faculty Administrative Assistant

Harvard University•Boston, MA

6d•$32 - $35•Hybrid

About The Position

We are actively hiring for multiple Faculty Administrative Assistant roles under this posting. Apply today! 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. 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.

Requirements

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

Nice To Haves

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

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

Benefits

medical, dental, and vision insurance
tuition reimbursement
3 weeks of vacation
12 sick days per year
3 personal days
12.5 paid holidays
5% annual employer contribution to 403b retirement account
Harvard covers 60% of the cost for MBTA monthly bus, subway, commuter rail, and commuter boat passes
Generous paid time off including parental leave
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