Associate Director, Unit and Faculty Support

16-Jan-2024

Harvard Business School

64774BR

Job Summary

The Unit and Faculty Support team provides key faculty services at the unit and individual levels for unit administration and activities, course and program administration, and faculty administrative support. These services are integral to the success of the faculty and must be of the highest quality. Working closely with the Associate Managing Director of Unit and Faculty Support, the Associate Director, Unit and Faculty Support is a strategic leader of the Unit and Faculty Support management team providing direction, guidance and support in the hiring, training, development, and management of approximately 100 support staff supporting 300+ faculty. Leads the managers of Faculty Support Specialists to ensure that they can provide unparalleled support to faculty as the work evolves. Maintaining close operational relationships with Harvard Business School (HBS) faculty and many HBS departments, the Associate Director provides general HR and management support, handling sensitive HR issues, and ensures that the administrative support staff and their managers provide the highest level of service to the faculty they support.

Reporting to the Associate Managing Director for Unit and Faculty Support and working closely with HBS colleagues on the Unit and Faculty Support team, the faculty, HBS Human Resources and other administrative partners at the School, the Associate Director’s primary responsibilities include:

Position Description

Faculty Support

• Monitors effectiveness of support model and works with the FSS management team, the faculty, and FSSs to identify opportunities for enhancements.
• Understands faculty administrative support needs. With faculty, co-manages the FSSs in their daily activities.
• Ensures faculty are well supported by FSSs at key points in their career ensuring smooth transitions.
• Maintains awareness of sensitive issues and upcoming needs acting proactively to plan for or address situations. Provides guidance to managers taking the lead to resolve issues as appropriate.
• Supports staff involved in Unit activities, serving as a resource to both the Unit Head, manager, and staff responsible for Unit activities.

Faculty Support Services Management

• Oversees the FSS manager team. Supports managers in the successful execution of their roles and their professional development. Identifies individual training needs and coaching opportunities. Provides ongoing performance coaching. Ensures that faculty and FSSs needs are met.
• Establishes priorities, policies, and procedures; provides managers with training, resources, and support to be successful. Ensures smooth, accurate and consistent execution of Human Resource activities.
• Develops creative solutions to support-related challenges seeking to balance individual with organizational needs. Identifies opportunities to build cohesiveness among the FSSs.
• Leads the managers in assignment planning, performance management, temporary staffing, space allocation, and developing consistent quality and productivity standards. Identifies opportunities to improve and streamline operational processes.
• Ensures data is complete and accurate. Analyzes data to identify opportunities for improvement. Identifies new metrics and technology to enhance the collection of data to inform strategic decision making.

Support for Faculty Support Specialists

• Leads activities in support of FSSs ensuring that staff feel well supported. Develops a community for FSSs providing opportunities for formal and informal interaction. In partnership with the Associate Managing Director, identifies, develops, and implements programs that support the success and professional development of FSSs.
• Advises FSSs in their career development. Identifies opportunities for coaching, training and professional development and implements programming or refers staff to learning opportunities.

Key Partnerships

• Fosters strong service delivery partnerships with colleagues within DRFD, across HBS, at Harvard University, and beyond.
• Works closely with HR on a range of issues. Understands and communicates common practices, policies, and standards.
• Collaborates with DRFD colleagues to leverage faculty support through the intersection of services provided by the DRFD service delivery teams.
• Maintains strong operational partnerships with HBS HR, the Financial Office, HBS Operations, MBA, IT, etc. to ensure faculty and their support staff are well served.
• Provides guidance and operational expertise in the development of new processes, procedures and technologies that will impact faculty and their FSSs.
• Examines existing business processes, training, and collaborative work relationships across the School to ensure they are operating successfully.

This role is also responsible for other duties as assigned.

Basic Qualifications

• Bachelor’s degree required.
• Minimum of 10 years of professional experience, including experience managing staff in a service delivery function dealing with a demanding customer base required.
• Significant experience in a multi-discipline human resource role including recruiting, employee relations, training, and performance management required. 
• Demonstrated ability to cultivate relationships and work collaboratively with various levels within an organization. Comfort and experience with working in a team environment.

Additional Qualifications and Skills

• Deep understanding of the diplomacy and protocol involved in faculty services. Demonstrated ability to manage highly confidential information.
• Proven record of influencing without authority and outstanding service orientation. Ability to engage and inspire people.
• Excellent analytical and creative problem-solving skills.
• Proven ability to think creatively regarding issues and policy and process development. Can adapt and work at both strategic and tactical levels.
• Professionalism; experience with and commitment to providing excellent customer service both within a team and on an individual basis.
• Approaches situations with tact, discretion, sound judgment, and appropriate sensitivities.
• Ability to be flexible in a constantly changing environment.
• Ability to effectively communicate (verbally and in writing), including a demonstrated accuracy and attention to detail in written communications.
• Experience in an academic setting preferred.

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.

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.

Job Function

Faculty & Student Services, General Administration

Department Office Location

USA – MA – Boston

Job Code

361058 Administrative Manager

Work Format

Hybrid (partially on-site, partially remote)

Department

Division of Research and Faculty Development

Union

00 – Non Union, Exempt or Temporary

Pre-Employment Screening

Education, 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.