Coaching Operations Specialist, HBS Career & Professional Development

SmartRecruiters, Inc.; Boston (MA); Hybrid; USD 60,000 - 85,000; Full time

Benefits offered by this job

Hybrid work model

On-site campus in Boston

Job summary

Harvard Business School in Boston seeks a detail-oriented Coaching Operations Specialist to support coaching and career development programs within the MBA & Doctoral Programs. You will work with coaches and staff to streamline operations, maintain calendars, and ensure a high level of service.

PM tasks include managing platforms, coordinating invoicing, onboarding new coaches, and handling program communications. The role is hybrid with on-site collaboration several days per week.

Qualifications

• High School Diploma, GED, or equivalent is required.
• 3+ years of experience in administrative support.
• Microsoft Office (Word, Excel, PowerPoint, and Outlook) experience is a must.
• 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.
• Availability for some evening and weekend work is required.

Responsibilities

• Administer coaching platforms (Fieldglass, 12twenty, CareerLeader, Qualtrics, Teams/SharePoint) under guidance.
• Coordinate weekly coach invoicing with Fieldglass and finance.
• Prepare calendar invitations and materials for Peer Review Zoom meetings; assist with attendance tracking.
• Provide ongoing communication support to coaches and respond to routine inquiries.
• Assist with onboarding new coaches and distribute orientation materials and program documentation.
• Distribute academic calendar and event information to coaches for Fall and Spring planning.
• Process coaching-related requests and route to staff.
• Manage access provisioning for CareerLeader for partners, staff, and alumni.
• Distribute HBS Partner coaching requests to appropriate coaches.
• Coach-on-Call scheduling and appointment tracking in 12twenty.
• Coordinate logistics for the annual two-week Coach Training program (60+ attendees).
• Assist MBA programming: manage registrations, room reservations, and materials.

Skills

Administrative support

Communication skills

Attention to detail

Organization

Independent work

Education

High School Diploma

Tools

Fieldglass

12twenty

CareerLeader

Qualtrics

Teams

SharePoint

Microsoft Office

Job description

Coaching Operations Specialist, HBS Career & Professional Development

• Full-time
• Work Format: Hybrid
• Salary Grade: 053
• Department: MBA & Doctoral Programs
• FLSA Status: Non-exempt

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 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

• 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; expedite 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
• 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

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

• 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

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.

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

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.