Coordinator, Faculty Recruiting and Appointments

at  Harvard University

JOB SUMMARY

The Faculty Administration team supports faculty Human Resource activities including recruitment, appointments, orientation and development. The Coordinator, Faculty Recruiting and Appointments is a key member of this team with responsibility for the administrative logistics associated with the recruitment, orientation and on-boarding of Harvard Business School (HBS) faculty.

POSITION DESCRIPTION

Reporting to the Manager, Faculty Recruiting and Appointments, the Coordinator, Faculty Recruiting and Appointments supports the faculty recruiting process in the following ways:

Faculty Recruiting Support

• Serves as the primary point of contact and resource for staff in academic units, building effective partnerships with those administrators supporting the faculty recruiting process at the unit level. Serves as a resource for unit heads and faculty recruiting coordinators involved with the process. Provides guidance and instruction to unit staff on required information gathering related to applicants and recruiting process; collects candidate material required centrally.
• Serves as the primary point of contact for end-users (staff and faculty within HBS, as well as applicants and recommenders) and is the primary business user of the faculty application system (Interfolio). Along with Manager, develops and executes staff training sessions (group and individual) on administrative support for recruiting process, Interfolio, and affirmative action report preparation.
• Working closely with Manager, responsible for looking across the year-long recruiting season from a School-wide as well as by individual unit, and, partnering with unit administrators and other support staff, tracks scheduling of and ensuring attendance of Senior Associate Deans (SAD), the Executive Director, Division of Research and Faculty Development (ED) and the Associate Managing Director for Recruiting and Appointments (AMD). Staffs SADs, ED and AMD to ensure they are equipped with the information/material they require to participate effectively in unit hiring meetings, candidate interviews or job talks.
• Responsible for tracking cross-unit candidates as well as coordination of decline communication. Provides high-level, customized support for key recruits. Reviews and places HBS faculty advertisements, working with faculty, staff and external vendors. Working with Manager, unit administrators and faculty, coordinates design and logistics of recruits’ second visits to campus. Partnering with Manager, responsible for articulating process expectations and best practices associated with School-wide faculty recruiting administrative logistics.
• Directs the work of the faculty administration team as s/he/they assists with intake and tracking of material associated with the faculty recruiting process, including applications for faculty positions and letters of recommendation, and routinely checks and maintains information in Interfolio system and Faculty Recruiting email address.

Faculty Orientation and On-boarding

• Maintains effective working relationships with Faculty Real Estate Services as well as outside moving companies, coordinating all logistics surrounding new faculty relocation. With Manager, responsible for planning and execution of logistics associated with annual new faculty orientation program (START), including space planning, catering, faculty chair, presenter and participant support. Works extensively with HBS administrative partners (Operations, Media Services, Restaurant Associates) to ensure delivery of program. Partners with Manager, AMD and faculty program chair on program design and implementation.
• Responsible for all elements of planning and execution of School-wide faculty recruiting events (Academy of Management, AEA) including scheduling, space, catering, travel, adherence to budget, multimedia, communication, staffing of faculty host in advance and on-site, as well as materials and supplies.

BASIC QUALIFICATIONS

• High School Diploma, GED, or equivalent is required.
• 5+ years of experience in administrative support role(s) 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.

ADDITIONAL QUALIFICATIONS AND SKILLS

Additional/Desired Qualifications:

• Bachelor’s degree is preferred.
• Experience working with faculty in an academic setting preferred.
• Experience with Microsoft Access preferred.
• Ability to deliver consistently pro-active, top-level, timely service with tact and discretion.
• Capacity to handle multiple complex tasks simultaneously.
• Skill to work effectively with a variety of people.
• Excellent written and verbal communication skills.
• Demonstrated ability to work with highly confidential/sensitive information.
• Vigilant attention to detail, professionalism, strong judgment and demonstrated ability to produce consistently high quality work product.

ABOUT US

Founded in 1908 as part of Harvard University, Harvard Business School (www.hbs.edu) is located on a 40-acre campus in Boston. The School offers two full-time MBA and PhD programs, more than 175 Executive Education programs, and certificates and courses through Harvard Business School Online. For more than a century, Harvard Business School faculty have drawn on their research, connection to practice, global expertise, and passion for teaching to educate leaders who make a difference in the world. The School and its curriculum attract the boldest thinkers and the most collaborative learners who will shape the practice of business and entrepreneurship around the globe.

General Operations

• Processes faculty appointment forms and changes in PeopleSoft system (e.g. new hires, appointment changes). Prepares file copy distributions and faculty employment verifications.
• Provides high level administrative support to senior members of the faculty administration team as well as faculty in senior administrative roles, including preparation of offer letters, memos, agendas, presentations, reports, updates, reminders of upcoming issues.
• During peak times, assists with logistics associated with faculty appointments process, and other areas of faculty administration.
• Supports the Manager and other members of the Faculty Administration team on ad hoc projects in support of the work of the team and the division.
• Collaborates with other members of the Faculty Administrations team by sharing information and seeking solutions for process improvement.
• Conducts internet and archival research, prepares mailings and assembles instructional material.
• Proof-reads and reviews letters and other documentation.
• Updates faculty information systems, runs/distributes standardized reports.
• Maintains confidential HR files ensuring accuracy, completeness.
• Provides front line phone coverage for and greets visitors to Faculty HR area, triaging and responding to inquiries as appropriate.
• Performs general office duties, orders office supplies as needed.
• May perform other duties as required

ADDITIONAL DUTIES AND RESPONSIBILITIES INCLUDE, BUT ARE NOT LIMITED TO, THE FOLLOWING:

General Operations

• Processes faculty appointment forms and changes in PeopleSoft system (e.g. new hires, appointment changes). Prepares file copy distributions and faculty employment verifications.
• Provides high level administrative support to senior members of the faculty administration team as well as faculty in senior administrative roles, including preparation of offer letters, memos, agendas, presentations, reports, updates, reminders of upcoming issues.
• During peak times, assists with logistics associated with faculty appointments process, and other areas of faculty administration.
• Supports the Manager and other members of the Faculty Administration team on ad hoc projects in support of the work of the team and the division.
• Collaborates with other members of the Faculty Administrations team by sharing information and seeking solutions for process improvement.
• Conducts internet and archival research, prepares mailings and assembles instructional material.
• Proof-reads and reviews letters and other documentation.
• Updates faculty information systems, runs/distributes standardized reports.
• Maintains confidential HR files ensuring accuracy, completeness.
• Provides front line phone coverage for and greets visitors to Faculty HR area, triaging and responding to inquiries as appropriate.
• Performs general office duties, orders office supplies as needed.
• May perform other duties as required.

Other Duties: Other duties in support of the team’s goals.

THIS ROLE IS 40 HOURS PER WEEK AND IS OVERTIME ELIGIBLE.

This is a hybrid position which we consider to be a combination of remote and onsite work at our Boston, MA based campus. HBS expects all staff to be onsite 3 days per week and departments provide onsite coverage Monday – Friday. Specific hours and days onsite will be determined by business needs and are subject to change with appropriate advanced notice.
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.