Coaching Operations Specialist - HBS Career & Professional Development

Job Description

Job Summary:

Are you an organized, detail-oriented professional interested in supporting career coaching and development programs in a higher education setting? Are you looking to develop your administrative skills while working with a dynamic team of coaches and program staff? Would you like to be part of a team known for its culture and commitment to excellent service? If so, consider joining our HBS Career & Professional Development team as a Coaching Operations Specialist.

Job-Specific Responsibilities:

Support for Coaching Platforms

Assist with day-to-day administration and support for coaching-related platforms under the direction of the Director, Career Coaching, including:

• Fieldglass (Time Reporting & Payroll Service) – Process and support coach time submissions and invoicing
• 12twenty (Recruiting Platform) – Update event calendars, manage registrations, and ensure appointment/note tracking
• CareerLeader – Assist with access provisioning for partners, staff, and alumni; troubleshoot user issues
• Qualtrics – Execute survey launches and track completion as directed
• Teams & SharePoint – Maintain shared resources, documents, and communication channels

Coaching Program Operations Support

Coach Support & Communication:

• Assist with weekly coach invoicing process for 50+ coaches; coordinate with Fieldglass and finance as needed
• Prepare calendar invitations and materials for Peer Review Zoom meetings; assist with attendance tracking
• Provide ongoing communication support to coaches (respond to routine inquiries; escalate complex issues
• Assist with onboarding new coaches; help distribute orientation materials and program documentation
• Distribute academic calendar and event information to coaches for Fall and Spring coaching appointment planning
• Process coaching-related requests forwarded from the CPD main email account; route to appropriate staff or coaches
• Manage access provisioning for CareerLeader for partners, staff, and alumni per established protocols
• Distribute HBS Partner coaching requests to appropriate coaches per assignment list

Coach-on-Call Program Support:

• Manage Coach-on-Call scheduling and appointment tracking in 12twenty per established protocols
• Ensure all appointments and follow-up notes are recorded and accessible

Annual Coach Training Program Support:

• Assist with logistics and coordination for the annual two-week Coach Training program (60+ attendees)
• Coordinate hotel, room, and food reservations with vendors
• Organize presentations, materials, and technology support

MBA Programming Support

Assist with the execution and administration of MBA coaching and career development programs, including:

Program Types:

• Electronic Resume and Cover Letter Reviews
• AFAA and Club Resume Reviews
• Job Search Drop-In Sessions
• Practice Interview Programs
• Other coaching-related programs as assigned

Program Administration Responsibilities:

• Create event listings and registrations in 12twenty for all coaching programs (excluding AFAA programs) per templates and guidance
• Coordinate room reservations for program sessions and communicate logistics to coaches and participants
• Manage student and alumni registrations; send reminders and confirmation communications
• Collect, print, and distribute program materials as needed
• Solicit and coordinate coach staffing for programs; maintain staffing schedules

General Career Education & Professional Development Support

Resume Book Administration:

• Assist with processing Resume Book submission approvals and managing employer access per established criteria
• Support Fall and Spring Resume Book creation and publication; coordinate with IT and communications teams
• Process invoices for CEC-related expenses; route to appropriate approver

General CPD Support:

• Review and approve MBA Event Calendar submissions daily per established criteria, or route to supervisor if outside parameters
• Support additional CPD programming and initiatives as assigned
• Build trust and collaboration by being present on-site and engaging directly with 
  colleagues and various constituents
• This role is responsible for other duties as assigned

Qualifications

Basic Qualifications:

• High School Diploma, GED, or equivalent is required
• 3+ years of experience in administrative support 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:

• Experience in higher education, programming, or event coordination preferred
• Excellent verbal and written communication skills with strong interpersonal skills
• Exceptional attention to detail and organizational skills
• Ability to work independently and collaboratively; thrive with multiple concurrent responsibilities
• Ability to quickly learn new software and databases; comfort with technology platforms
• Willingness to suggest process improvements and contribute to team efficiency
• Flexibility to adapt to changing priorities and shifting program needs
• Availability for some evening and weekend work is required

Additional Information

• Standard Hours/Schedule: 40 hours per week
• Overtime Eligibility: Yes, this position is overtime eligible.
• 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 will conduct candidate interviews virtually (phone and/or via Zoom) and in-person for this role 
• A cover letter is required to be considered for this opportunity 

#LI-MM1

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 053. 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.

Salary Grade: 053