Manager, Faculty Support Services at Harvard University

Posted in Other 25 days ago.

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Location: Boston, Massachusetts

Job Description:

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.

Duties & Responsibilities

Essential Duties and Responsibilities: As part of the Faculty Support Services management team, and reporting to the Assistant Director, Faculty Support Services (FSS), the Manager oversees a wide range of activities in support of the faculty and their support specialists. The Manager works closely with HBS Human Resources and others within the department in performing the following functions:

  • Responsible for the day-to-day management of a group of faculty support specialists ensuring the faculty and their support specialists are and feel well supported. Is visible, connecting on a regular basis with faculty and support specialists, offering guidance and support as needed, partnering with faculty and support specialists on a variety of issues. Responsible for working with the faculty to determine support needs. Advises faculty on ways to effectively and efficiently work with support staff including articulation of expectations, effective communication, appropriate scope of work, and sharing support resources with colleagues. Is knowledgeable about other faculty support resources and advises and refers as appropriate. Works with faculty at key points in their career (e.g. newly hired, promotion reviews, retirements) and with their support specialists to make transitions as smooth as possible.

  • Works closely with Human Resources on a wide range of personnel issues. Understands and communicates common practices and standards for support. Responsible for interpretation and communication of University and School-wide HR policies and resources.

  • With team members in FSS, develops job descriptions and coordinates with HR on recruiting plans. Screens and interviews candidates, matches candidates to open positions, coordinates candidate interviews with faculty, checks references, and coordinates with HR on the hiring and training process.

  • Works closely with faculty and faculty support specialists during the three month orientation and review period to ensure a smooth start up; coordinates written feedback process for all new faculty support specialists.

  • Assists FSS team members with development and implementation of training processes and on-boarding procedures for new hires and current employees; gathers feedback after sessions to help identify enhancement opportunities.

  • Assists with implementation of annual performance review process with faculty support specialists and their faculty; ensures all support specialists receive a review, and advises and assists faculty with the process. Identifies training needs and coaching opportunities in support of individual performance success. Provides ongoing performance coaching as needed.

  • Monitors workloads to ensure fair distribution of work, identifies problem areas and suggests solutions, and with Faculty Support Services team revises pairings as needed.

  • Approves weekly time for faculty support specialists; monitors correct usage of PeopleSoft. Works with faculty support specialists and faculty to plan for time out of the office and whether temporary or other support is needed during that time. Monitors over-time requests and absences.

  • Organizes morale events for faculty support specialists; identifies opportunities to build cohesiveness among support specialists both within and across units.

  • Helps to develop strategies for communication with faculty support specialists. Aides in managing content for the faculty support specialist information section on myHBS with updates and timely information.

  • Maintains data regarding recruiting, training attendance, orientation and review periods, annual performance management process and general statistics. Analyzes data to identify opportunities for improvement.

  • Responsible for developing and maintaining strong relationships throughout HBS. Works in collaboration with other departments on various projects that impact faculty assistants.

Basic Qualifications

Bachelor's degree required and 5 years of relevant experience, preferably in a service delivery environment dealing with a demanding customer base.

Additional Qualifications

Demonstrated ability to cultivate relationships and work collaboratively with various levels within an organization. Ability to effectively communicate (verbally and in writing), including a demonstrated accuracy and attention to detail in written communications. Proven record of influencing without authority and outstanding service orientation. Ability to engage and inspire people. Excellent analytical and creative problem solving skills. Ability to adapt and work at both strategic and tactical levels.