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Coordinator, Organizational Operations
Harvard University in Boston, Massachusetts
 
 
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Date Posted 05/06/2022
Category
Admin-Other Administrative Positions
Employment Type
Application Deadline Open until filled
 
 
 
 
 

05-May-2022

Harvard Business School

58125BR


Job Summary

Reporting to the Director, Organizational Operations, the Coordinator supports administrative operations for the ten teams that comprise Harvard Business School's Division of Research and Faculty Development (DRFD) adhering to the highest standards of confidentiality, while creating, maintaining and tracking DRFD staff administration records and information and implementing programs to support the organizational culture. Additionally, the Coordinator will work closely with the Research Staffing Services team supporting activities that provide administrative support for the hiring, training and management of over 200 research and teaching staff, and assist over 200 faculty with their research and teaching staff needs.


Position Description

  • Provides administrative support for the day-to-day recruiting and on-boarding activities of the DRFD
    • Advertises open positions on various sites making suggestions to increase outreach to qualified candidates.
    • Develops and maintains a strong working relationship with HBS HR and external staffing agencies to partner in the development of highly qualified candidate pools.
    • Attends career fairs and other HR-organized events to speak to prospective candidates about career opportunities at HBS.
    • Screens resumes and cover letters, conducts phone screens, recommending applicants for further consideration. Coordinates interview schedules with hiring managers. Ensures that candidates have information needed for campus visits. Checks candidate references; works with HBS HR, IT and Operations around candidate pre- employment paperwork. Works with DRFD managers to ensure a smooth on-boarding process. 
    • Tracks orientation and review periods and term appointment end dates.
    • Tracks recruitment metrics, helping to assess the effectiveness of the recruitment efforts.
  • Provides administrative support for DRFD HR related programs such as performance management, training and development, leadership development, rewards and recognition, internal HBS programs, etc.
    • Coordinates training and staff development programs in collaboration with HBS HR, DRFD Managers, and the Director.
    • Tracks program eligibility and participation advising the Director of opportunities to include staff in development programs.
    • Monitors and tracks use of Rewards and Recognition funds, reviewing manager requests and coordinating with HBS HR on the distribution of recognitions.
    • Monitors staff service recognition, ensuring that staff are appropriately recognized for their service to HBS and the University.
  • Coordinates activities that foster a positive, cohesive, effective organizational culture and morale 
    • Organizes and coordinates DRFD All-Staff meetings and morale events, working with Operations on appropriate meeting space and catering, as needed. Ensures timely calendar invitations and monitors attendance. Supports day of meeting activities including hybrid access, seating cards, and other logistics.
    • Coordinates DRFD manager meetings, assisting with scheduling, calendar invite, room reservations, and materials. 
    • Monitors use of morale funds and recommends appropriate use of funds that promotes a positive organizational culture.
  • Coordinates internal communications o Maintains up-to-date email distribution lists for all communications. 
  • Utilizes various methods to communicate information to DRFD staff such as newsletters, myHBS announcements, etc.
  • Data Collection and Reporting
    • Collects, tracks and maintains a database of metrics and data pertaining to DRFD HR activities for reporting and planning purposes.
    • Maintains emergency contact information for all staff group.
    • Updates organizational charts. •
  • Other HR Activity Support
    • Co-located with the Research Staff Services (RSS) team, the Coordinator may assist the RSS team during peak times in support of HR activities related to the recruitment, hiring, on-boarding, and training of research associates, predoctoral and postdoctoral fellows. Administrative Support:
  • Assists in scheduling internal and external meetings, organizing and managing records, and helping prepare presentations, documentation, correspondence and reports.
  • Assists with special projects related to areas of responsibility.
  • Supports the development of HR processes, guidelines, and best practices to advance the division for organizational effectiveness
  • Responsible for other duties as assigned.

Basic Qualifications

  • High school diploma, GED, or equivalent required.
  • 5 years of administrative experience required. Education beyond high school may count toward experience.
  • Microsoft Office (Word, Excel, PowerPoint, and Outlook) and Zoom experience is a must.

Additional Qualifications and Skills

  • Professionalism, experience with and commitment to providing excellent service both within a team and on an individual basis.
  • Sound judgment and critical thinking abilities.
  • Excellent time management and organizational skills, including the ability to manage and prioritize multiple priorities.
  • Comfort with taking initiative.
  • Attention to detail and high standards for accuracy.
  • An understanding of and sensitivity to confidential information and proven commitment to pro-active, top-level service with diplomacy, tact and confidentiality.
  • Excellent written and verbal communication skills.
  • Ability to be flexible in a changing environment.

Preferred Qualifications


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 3 days per week. Specific days and schedule will be determined between you and your manager.

While we continue to monitor the evolving COVID-19 guidelines and restrictions, we appreciate your understanding and flexibility with our interview process. Please note that we will be conducting interviews virtually (phone and or Zoom) for selected candidates until further notice.

The University requires all Harvard community members to be fully vaccinated against COVID-19 and remain up to date with COVID-19 vaccine boosters, as detailed in Harvard’s Vaccine & Booster Requirements . Individuals may claim exemption from the vaccine requirement for medical or religious reasons. More information regarding the University’s COVID vaccination requirement, exemptions, and verification of vaccination status may be found at the University’s “COVID-19 Vaccine Information” webpage: http://www.harvard.edu/coronavirus/covid-19-vaccine-information/ .

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 .


Job Function

General Administration


Location

USA - MA - Boston


Job Code

403040 Coordinator II


Department

Division of Research and Faculty Development


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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