Administrative Coordinator, HBS Online Job at Harvard University
Job Summary
Harvard Business School's mission is to educate leaders who make a difference in the world. Harvard Business School Online is our vision of business education, reimagined for the digital age. Our team is creative, diverse, and fun. Join us on this adventure in the ever-changing world of virtual education.
HBS Online offers a unique and highly engaging way to learn vital business concepts. To see these techniques in action and gain actionable skills and insights, check out HBS Online's Sample Business Lessons.
Reporting to the Human Resources Director, HBS Online, the Administrative Coordinator will manage a variety of activities essential to the smooth workings of a growing and entrepreneurial department including coordinating administrative projects, maintaining onboarding program, continually improving processes and supporting documentation, planning meetings and activities, managing space needs, and managing work tickets. Within this high-profile, high-energy environment, this position will be approachable and proactive in the face of routine and non-routine requests. The Coordinator will work directly with diverse stakeholders including hiring managers, new hires, vendors, and HBS Online leadership.
HBS Online offers a unique and highly engaging way to learn vital business concepts. To see these techniques in action and gain actionable skills and insights, check out HBS Online's Sample Business Lessons.
Reporting to the Human Resources Director, HBS Online, the Administrative Coordinator will manage a variety of activities essential to the smooth workings of a growing and entrepreneurial department including coordinating administrative projects, maintaining onboarding program, continually improving processes and supporting documentation, planning meetings and activities, managing space needs, and managing work tickets. Within this high-profile, high-energy environment, this position will be approachable and proactive in the face of routine and non-routine requests. The Coordinator will work directly with diverse stakeholders including hiring managers, new hires, vendors, and HBS Online leadership.
Position Description
Project Coordination
- Lead assigned projects, working cross-functionally to outline goals, timelines, dependencies, appropriate “size” of effort, and record decisions and outcomes
- Continuously improve processes and documentation
- Cross-reference existing systems to understand, quantify, and estimate project needs
- Prepare presentations, FAQs, flowcharts, and how-to guides to support implementation and serve as point person for project-related questions
- Facilitate meetings including prioritization of agenda items and tracking action items
- Develop and organize approaches and responses to non-routine requests including surveying and other data gathering methods
- Project manage internal communications, ensuring messaging is supportive of organizational goals and thinking ahead to calendaring needs and conflicts to keep projects on track
- Oversee onboarding process of new employees/contractors including access to all systems, ordering of required technical systems, and any related set-up; ensure orders and tickets are entered timely and in accordance with needs of the position
- In collaboration with hiring managers, develop orientation plans that provide clear steps for new hires to take (School and University orientations, sequencing, required trainings, etc.) and reflect a thoughtful plan for the new hire’s first week(s)
- Serve as a point of contact for new employees and connect new employees to appropriate University and School resources to reinforce a self-service culture
- Serve as an HBS Online time and absence resource and backup approver (PeopleSoft)
- Manage Harvard Sponsored Role (HSR) processes and compliance for HBS Online, working closely with higher volume teams to plan for needs and determine the right level of access to systems
- Develop relationships with other staff members conducting this work across campus to share best practices and recommend improvements to HBS Online processes
- Manage shared team email inbox, triaging inquiries and ensuring a timely response
- Facilitate scheduling of team and all-staff meetings, preparing agenda and taking minutes when required
- Plan events, managing (as applicable) location, catering, transportation, and AV logistics
- Assemble and update various documents and communications, including weekly team newsletter, organizational charts, signage, etc.
- Schedule meetings and communicate with high-level internal and external audiences
- Complete regular walk-throughs of the office space to ensure that facilities comfortably support our work (AV equipment is functioning, heating and cooling are set appropriately, entrances and egress are free of obstacles, etc.)
- Serve as point person for questions around office space and technology; develop and/or improve processes to support the team in a shared, hybrid environment, escalate needs as appropriate
- Coordinate space needs, communications, signage, supply orders, etc. with other teams using shared office space
- Maintain critical office information such as staff lists, calendars, and operational requirements
- Coordinate technology orders, ensuring systems arrive on time and are security-compliant
- Monitor budgets, orders, and prepare estimates as needed
- Track access to systems and proactively monitor contractor/temporary support term extensions in collaboration with managers and HBS Online Business Operations
- Help create essential security processes in conjunction with the Business Operations, Program Services and Technology teams
- Enforce security processes; monitor related systems and procedures
- Exercise sound judgment in appropriate management and escalation of requests outside of standard process
- In collaboration with the DevOps Team, conduct monthly audits of system access and work to oversee and update processes
- The role is also responsible for other duties as assigned
Basic Qualifications
- High school diploma, GED, or equivalent required
- 5+ years of related work experience is required
- Education beyond high school may count toward experience
- Microsoft Office (Word, Excel, PowerPoint, and Outlook) experience is a must
Additional Qualifications and Skills
The following additional qualifications are strongly preferred. If you meet some, but not all, you are still encouraged to apply.
- Attention to detail and strong customer service orientation
- Strong written and verbal communication skills
- Comfort in learning new technologies and systems; interest in business systems
- Ability to manage multiple work streams
- Strong judgment and discretion are critical, with an ability to recognize when issues need to be escalated
- Familiarity with Outlook productivity tools and project management software preferred
- BA/BS preferred
- Pitches in where needed - “no job is too big or small”
Additional Information
This role is offered as a hybrid (some combination of onsite and remote) where you are required to be onsite at our Boston, MA-based campus several days per month. Specific days and schedule will be determined between you and your manager.
We may conduct candidate interviews virtually (phone and/or via Zoom) and/or in-person for this role.
A cover letter is required to be considered for this opportunity.
Harvard Business School will not offer visa sponsorship for this opportunity.
Culture of Inclusion: The work and well-being of HBS is profoundly strengthened by the diversity of our network and our differences in background, culture, national origin, religion, sexual orientation, and life experiences. Explore more about HBS work culture here https://www.hbs.edu/employment.
We may conduct candidate interviews virtually (phone and/or via Zoom) and/or in-person for this role.
A cover letter is required to be considered for this opportunity.
Harvard Business School will not offer visa sponsorship for this opportunity.
Culture of Inclusion: The work and well-being of HBS is profoundly strengthened by the diversity of our network and our differences in background, culture, national origin, religion, sexual orientation, and life experiences. Explore more about HBS work culture here https://www.hbs.edu/employment.
Benefits
We invite you to visit Harvard’s Total Rewards website to learn more about our outstanding benefits package, which may include:
- Paid Time Off: 3-4 weeks of accrued vacation time per year (3 weeks for support staff and 4 weeks for administrative/professional staff), 12 accrued sick days per year, 12.5 holidays plus a Winter Recess in December/January, 3 personal days per year (prorated based on date of hire), and up to 12 weeks of paid leave for new parents who are primary care givers.
- Health and Welfare: Comprehensive medical, dental, and vision benefits, disability and life insurance programs, along with voluntary benefits. Most coverage begins as of your start date.
- Work/Life and Wellness: Child and elder/adult care resources including on campus childcare centers, Employee Assistance Program, and wellness programs related to stress management, nutrition, meditation, and more.
- Retirement: University-funded retirement plan with contributions from 5% to 15% of eligible compensation, based on age and earnings with full vesting after 3 years of service.
- Tuition Assistance Program: Competitive program including $40 per class at the Harvard Extension School and reduced tuition through other participating Harvard graduate schools.
- Tuition Reimbursement: Program that provides 75% to 90% reimbursement up to $5,250 per calendar year for eligible courses taken at other accredited institutions.
- Professional Development: Programs and classes at little or no cost, including through the Harvard Center for Workplace Development and LinkedIn Learning.
- Commuting and Transportation: Various commuter options handled through the Parking Office, including discounted parking, half-priced public transportation passes and pre-tax transit passes, biking benefits, and more.
- Harvard Facilities Access, Discounts and Perks: Access to Harvard athletic and fitness facilities, libraries, campus events, credit union, and more, as well as discounts to various types of services (legal, financial, etc.) and cultural and leisure activities throughout metro-Boston.
Job Function
General Administration
Department Office Location
USA - MA - Boston
Job Code
403040 Coordinator II
Work Format
Hybrid (partially on-site, partially remote)
Department
Harvard Business School Online
Sub-Unit
-
Time Status
Full-time
Salary Grade
055
Union
55 - Hvd Union Cler & Tech Workers
Pre-Employment Screening
Identity
Commitment to Equity, Diversity, Inclusion, and Belonging
Harvard University views equity, diversity, inclusion, and belonging as the pathway to achieving inclusive excellence and fostering a campus culture where everyone can thrive. We strive to create a community that draws upon the widest possible pool of talent to unify excellence and diversity while fully embracing individuals from varied backgrounds, cultures, races, identities, life experiences, perspectives, beliefs, and values.
EEO Statement
We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, gender identity, sexual orientation, pregnancy and pregnancy-related conditions, or any other characteristic protected by law.
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