Recruitment and Administrative Coordinator (External Relations, MBA & Doctoral Programs)

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 Summary: Are you looking to take the next step in your career with a role that broadens your perspective in higher education? Do you enjoy helping people and persevering through challenges to find a resolution? Are you detail-oriented with strong project follow-through skills? Do you excel at communicating with and supporting diverse audiences? If so, join our team as the Recruitment and Administrative Coordinator, where you will play a pivotal role in hiring, onboarding and supporting 350 staff across External Relations, MBA, and Doctoral (EMD) departments. This role ensures the efficient functioning of daily operations, organizes departmental HR talent acquisition, and assists with a variety of departmental projects and initiatives.

Job-Specific Responsibilities:

Recruiting & Onboarding (50%) 

• Responsible for sourcing talent, ensuring a strong pipeline of qualified candidates using various proven methods
• Conduct phone screens, source candidates, review resumes, schedule interviews, collect interview feedback, and set up references within online platform
• Manage a variety of processes and forms in service of the organization’s growth, including position request forms and posting positions in applicant tracking system
• Advise hiring managers on the hiring process and HR policies
• Provide scheduling and administrative support to the HR manager, who leads senior searches for our department, as needed
• Develop and implement advertising and related recruitment strategies; track conversion rates and recommend adjustments
• Manage applicant flow, tracking and documenting where searches and candidates are in the process
• Liaise with various teams, including IT and Operations for new employee arrivals, workspace moves, departures, and equipment needs.

EMD Department Coordination & Programming (30%)

• Track and maintain staffing lists, organization charts, and HR records.
• Manage space assignments for the department and related staff needs.
• Administer Rewards & Recognition programs and track spend.
• Recommend and implement administrative process improvements to better support departmental needs.
• Draft and distribute internal communications, including HR digests.
• Organize departmental spotlights – internal educational presentations – and other similar programming to allow for cross-team knowledge sharing.
• Part of the team that organizes logistics for morale, learning & development, and team-building events.

Program Office Support (15%)

• Manage the MBA & Doctoral email inbox, responding to or triaging messages in partnership with Program Office communications team.
• Track the team morale budget.
• Manage activities such as meeting invitations, agendas, and holiday events.
• Maintain office supply inventory for team use.

Other Responsibilities (5%)

• Assist with EMD team projects, as time permits.
• Build trust and collaboration by being present on-site and engaging directly with colleagues and various constituents.
• Be flexible and ready to take on additional duties as assigned.

Basic Qualifications:

• High School Diploma, GED, or equivalent is required
• 5+ years of relevant experience in human resources, talent acquisition, or related administration capacity.
• Education beyond high school may count toward experience.
• Microsoft Office (Word, Excel, PowerPoint and Outlook) experience is a must.

Additional Qualifications and Skills:

• Ability to prioritize work in a dynamic environment with multiple and conflicting deadlines.
• Strong written and oral communication skills.
• Ability to work independently with minimal supervision.
• Discretion in handling complex and confidential information.
• Strong interpersonal skills with the ability to work with people at all levels.
• Flexibility and readiness to shift between projects in a fast-paced environment.
• Energized by building positive relationships and collaborating with multiple teams.
• Detail-oriented with a focus on logistics, communications, and scheduling.
• Committed to leveraging available resources to enhance the staff experience.
• Ability to navigate ambiguity and thrive in a high-need-to-know environment while maintaining discretion with sensitive information.

• Standard Hours/Schedule: 40 hours per week, overtime eligible role
• Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position
• Pre-Employment Screening: Identity
• Other Information:

  • 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 a minimum of 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.

Work Format Details

This position has been determined by school or unit leaders that some of the duties and responsibilities can be effectively performed at a non-Harvard location. The work schedule and location will be set by the department at its discretion and based upon operational needs. When not working at a Harvard or Harvard-designated location, employees in hybrid positions must work in a Harvard registered state in compliance with the University’s Policy on Employment Outside of Massachusetts. Additional details will be discussed during the interview process. Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

Salary Grade and Ranges

This position is salary grade level 055. Please visit  Harvard's Salary Ranges  to view the corresponding salary range and related information. 

Benefits

Harvard offers a comprehensive benefits package that is designed to support a healthy work-life balance and your physical, mental and financial wellbeing. Because here, you are what matters. Our benefits include, but are not limited to: 

• Generous paid time off including parental leave 
• Medical, dental, and vision health insurance coverage starting on day one 
• Retirement plans with university contributions 
• Wellbeing and mental health resources 
• Support for families and caregivers 
• Professional development opportunities including tuition assistance and reimbursement 
• Commuter benefits, discounts and campus perks 

Learn more about these and additional benefits on our Benefits & Wellbeing Page. 

EEO/Non-Discrimination Commitment Statement

Harvard University is committed to equal opportunity and non-discrimination. We seek talent from all parts of society and the world, and we strive to ensure everyone at Harvard thrives. Our differences help our community advance Harvard's academic purposes.

Harvard has an equal employment opportunity policy that outlines our commitment to prohibiting discrimination on the basis of race, ethnicity, color, national origin, sex, sexual orientation, gender identity, veteran status, religion, disability, or any other characteristic protected by law or identified in the university's non-discrimination policy. Harvard's equal employment opportunity policy and non-discrimination policy help all community members participate fully in work and campus life free from harassment and discrimination.