Faculty Administrative Assistant

Responsibilities

The Faculty Administrative Assistant provides comprehensive administrative and tactical support to faculty, including calendar management, travel coordination, and document preparation. They also act as a liaison between students, faculty, and various university departments to ensure smooth operational workflows.

Requirements

Candidates must have a High School Diploma or GED and at least 3 years of experience in an administrative or executive support role. Proficiency in Microsoft Office is mandatory, and applicants must be prepared to complete a hands-on skills assessment.

Skills

• Administrative support
• Calendar management
• Microsoft Office
• Proofreading
• Document preparation
• Travel coordination
• Expense reimbursement
• Office management
• Communication
• Customer service
• Research
• Data entry
• Content creation
• Social media management
• Collaboration
• Attention to detail

Benefits

• Medical insurance
• Dental insurance
• Vision insurance
• Tuition reimbursement
• Paid time off
• Sick days
• Personal days
• Paid holidays
• 403b retirement account
• Commuter benefits
• Parental leave
• Mental health resources

About this role

Company Description
By working at Harvard University, you join a vibrant community that advances Harvard's world-changing mission in meaningful ways, inspires innovation and collaboration, and builds skills and expertise. We are dedicated to creating a diverse and welcoming environment where everyone can thrive.
Why join Harvard Business School?
Harvard Business School, located on a 40-acre campus in Boston, was founded in 1908 as part of Harvard University. It is among the world's most trusted sources of management education and thought leadership. For more than a century, the School's faculty has combined a passion for teaching with rigorous research conducted alongside practitioners at world-leading organizations to educate leaders who make a difference in the world. Through a dynamic ecosystem of research, learning, and entrepreneurship that includes MBA, Doctoral, Executive Education, and Online programs, as well as numerous initiatives, centers, institutes, and labs, Harvard Business School fosters bold new ideas and collaborative learning networks that shape the future of business.
Job Description
We are actively hiring for multiple Faculty Administrative Assistant roles under this posting. Apply today!
Why Join Us?
Impact-driven role, supporting faculty who are educating leaders who make a difference in the world
Hybrid, 3 days per week onsite role on our Boston based campus
$31.86 - $34.61 per hour (commensurate with experience), 35 hours per week, overtime eligible role
Rich benefits options including, medical, dental, and vision insurance as well as tuition reimbursement
Robust paid time off: 3 weeks of vacation,12 sick days per year, 3 personal days, plus 12.5 paid holidays
5% annual employer contribution to 403b retirement account
Save on commuting: Harvard covers 60% of the cost for MBTA monthly bus, subway, commuter rail, and commuter boat passes
What You Will Do:
As the professors’ administrative assistant, 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.
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
Please note 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.
Qualifications
Basic Qualifications:
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
NOTE: As part of the interview process, candidates who reach a certain stage will be asked to complete a hands-on skills assessment that involves tasks related to the role utilizing the Microsoft Office suite
Additional Qualifications and Skills:
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 m...

About Harvard University

Higher Education · 501-1,000 employees