Specialist, Communications, MB at Harvard University in Boston, Massachusetts

Job Description:

Harvard University


Position Title: Specialist, Communications, MB

Req ID: 66038BR

School or Unit: Harvard Business School

Description: Job Summary

Are you a communications and customer-service focused professional looking for an exciting next step? Do you relish developing new and more effective ways to communicate critical and timely information? Do you enjoy managing and analyzing systems, processes and data to increase efficiency and streamline collaboration? Do you want to be part of a team committed to fostering diversity, equity and inclusion in both our workplace culture and in the programs that we support? Do you enjoy collaborative problem solving in a fast-paced, high-energy environment? Does planning and supporting international and domestic experiential education courses for high-achieving graduate business students appeal to you? If so, consider joining the MBA Global Experience Office as our Specialist, Communications at Harvard Business School.

Position Description

Execute Communications Plan:

• Work with Assistant Director and Coordinator, Communications, and other Global Experience Office team members to manage planning and execution of the FIELD Global Immersion (FGI), Immersive Field Courses (IFCs), and Extended Field Courses (EFCs)
• Assist with the development and execution of an annual communications plan to prepare students for experiential education courses
• Primarily responsible for maintaining student data, composing clear and concise content, and determining the most effective platform for distribution to students

Manage Student & Program Data:

• Create and administer customized Qualtrics and HBS polls, build Classcard and DataHub reports, maintain student records in QuickBase, and manage program listservs
• Collaborate with Coordinator, Communications on FGI and IFC student feedback analysis

Manage Canvas, Email & Listserv Platforms:

• Coordinate with GEO colleagues and SAS Program Delivery to share program information via Canvas assignments and announcements
• Work with HBS IT to create and maintain listservs and immersion email accounts

Manage Program Gifts & Supplies:

• Work directly with internal and external vendors to order and prepare necessary gifts, supplies, and event items for FGI and IFCs

Oversee GEO and Off-campus Student Travel Tracking:

• Coordinate across HBS departments to administer the School's off-campus student travel tracking process
• Manage travel waivers and maintain the School's database of academic and co-curricular travel, and serve as resource for students and colleagues regarding this initiative
• Track required travel registration completion and follow-up with students as needed

Provide Student Support:

• Serve as front-line support for students and other GEO constituents, including fielding walk-in questions, answering phone calls, and managing the GEO inbox

Assist with Program Manager Training & Preparation:

• Update Powerpoint slides and add documents to Microsoft Teams channels throughout training for staff Program Managers
• Assist Manager, Business Operations with assembly and distribution of Essential Info Packs and Program Manager supplies

Oversee day-to-day office management:

• Order office supplies, coordinate work requests, schedule / facilitate select meetings
• Other administrative and process-oriented projects as needed

Other Duties as Required:

• Support GEO events and programming; serve as Program Manager in January and/or May; assist with site assessments as needed; assist with student flights and visa guidance and processes
• Responsible for other duties as assigned

Basic Qualifications

• High school diploma, GED, or equivalent required.
• 3+ years of experience in a communications and/or customer service oriented support role(s) or related experience is required.
• Education beyond high school may count toward experience.
• Microsoft Office (Word, Excel, PowerPoint, and Out look) experience is a must.

Additional Qualifications and Skills

• Demonstrated experience in event management and/or project management
• Ability to design, implement, and assess new processes
• Knowledge of international travel requirements (passports, visas, entry requirements, etc.) preferred
• Knowledge of QuickBase or other relational database system preferred
• Flexibility and willingness to travel both internationally and domestically

Who You Are:

• You excel at working with a high-energy student population and other stakeholders in a fast-paced environment
• You have strong interpersonal skills and are able to communicate effectively (verbal, written and presentation) and diplomatically with others, regardless of their relative position within or outside of the organization
• You are highly motivated and detail oriented with strong organizational skills and follow-through
• You thrive in a highly collaborative team environment but are equally effective leading projects independently
• You find navigating ambiguity more exhilarating than frustrating
• You possess excellent judgment and excel at influencing others across the organization

Why You'll Love This Job:

• Learn from and contribute to a team of driven staff colleagues focused on planning and supporting international and domestic experiential education courses - the complement to the case method - for our MBA students
• Work in an office that is committed to challenging racism, inequality and discrimination when we encounter it personally and professionally
• Experience a truly impressive degree of operational excellence; collaborate and learn across GEO and other MBA and HBS teams
• Grow your career here - learn about the inner workings of a world-renowned business school and develop your skills and experience; explore opportunities for MBA-wide committee work
• Competitive salary, benefits and professional development opportunities, as well as a commitment to a sustainable work-life integration

Additional Information

This is a 40 hours/week, overtime-eligible position.

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

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.

Benefits

We invite you to visit Harvard's Total Rewards website (https://hr.harvard.edu/totalrewards) 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.

Department Office Location: USA - MA - Boston

Job Code: 403033 Staff Assistant III

Job Function: Communications, Faculty & Student Services, General Administration

Work Format: Hybrid (partially on-site, partially remote)

Sub Unit: ------------

Salary Grade: 053

Department: MBA


Union: 55 - Hvd Union Cler & Tech Workers

Time Status: Full-time

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.

EOE 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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