The Case Services Group is the clearinghouse for all HBS cases, ensuring a successful customer-focused service delivery process for all aspects of the faculty's case production work. Maintaining a close operational partnership with Harvard Business Publishing (HBP), the group reviews approximately 1500 new and revised cases and related materials per year prior to publication and distribution by HBP ensuring adherence to HBS case policies and compliance with copyright and intellectual property law. As part of its role in ensuring materials are delivered in time for use in the HBS classroom, Case Services also provides assistance with securing copyright permissions for cases, course packets, and classroom handouts. We support HBS efforts to diversify the HBS case collection ensuring the body of work incorporates diverse perspectives.
The Staff Assistant, Case Services Group engages in a wide range of activities that support case excellence and the creation and dissemination of HBS cases.
Position Description
Reporting to the Associate Director, Case Services Group, the Staff Assistant works in close collaboration with another Staff Assistant and has the following responsibilities:
Clearing Permissions for HBS Cases
Working with the other Staff Assistant, monitors shared mailbox to self-assign items identified by Coordinators as needing permission and ensure that questions are answered or escalated promptly.
Determines contact information for rights holders of non-HBS content as needed.
Maintains database of rights holder contacts and terms and conditions.
Contacts rights holders to request permission and follows up in a timely manner to ensure responses; communicates status to Coordinators.
Processing Course Packets and Classroom Materials
Develops a comprehensive understanding of copyright and fair use law to understand when permission is needed to use content in the HBS classroom.
Builds relationships with MBA Course Distribution, Faculty Support Specialists, Executive Education, and other groups as needed.
Reviews course packets and classroom handouts to identify restricted HBS content and non-HBS content that requires permission clearance and secures permission.
Communicates with Faculty Support Specialists and Program Managers regarding timing and feasibility of permission requests and denials.
Administrative Support
Processes payments to rights holders and other vendors.
Maintains departmental filing systems and manages offsite depository storage and retrieval.
Troubleshoots office equipment issues; notifies Operations of issues in the department's physical space; maintains departmental supplies within budget.
Maintaining thorough and up-to-date project and process documentation in departmental systems.
Reviewing Feedback about Errors in Cases
Periodically reviews feedback about cases and shares relevant information with faculty, Coordinator Editorial Services, or others as appropriate.
Provides guidance about how errors could be resolved and processes minor changes.
Processing Brief Case submissions from HBP
Formatting PowerPoint and Other Presentations
Assists faculty in designing and formatting presentations, including assessing the work and skills required and contracting with outside vendors as appropriate.
Overtime may be required.
The role is responsible for other duties as assigned
Basic Qualifications
High School Diploma, GED, or equivalent is required.
3+ years of 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
Bachelor's degree preferred.
Strong written and oral communication skills, including the ability to communicate quickly, clearly, and succinctly with tact and diplomacy.
High standards in terms of professionalism and quality of work product; meticulous attention to detail
Ability to thrive in a fast-paced environment and act with grace under pressure.
Excellent time management and organizational skills, with the ability to think critically and pivot quickly while keeping track of multiple projects with changing priorities.
Excellent interpersonal skills and demonstrated ability to build relationships and work effectively in a complex organization and across multiple units and levels.
A strong customer service orientation
Ability to work independently with minimal supervision and collaboratively as part of a team, and to understand when each mode is appropriate.
Ability to handle confidential information with discretion.
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.
This is a 40 hours/week, overtime-eligible position.
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
The mission of Harvard Business School (HBS) is to educate leaders who make a difference in the world. Within HBS, the DRFD helps to build and develop the faculty and facilitates the creation of enduring knowledge that shapes both business scholarship and practice by providing unparalleled faculty support. The School's largest administrative department, the DRFD houses approximately 250 full-time and part-time staff members. As a premier service organization, and in collaboration with colleagues across the School, the DRFD staff delivers high-touch, customized support to the faculty, demonstrating solid judgment and high standards of responsiveness and professionalism.
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.
Department Office Location: USA - MA - Boston
Job Code: 403033 Staff Assistant III
Job Function: General Administration
Work Format: Hybrid (partially on-site, partially remote)
Sub Unit: ------------
Salary Grade: 053
Department: Division of Research and Faculty Development
Salary Range: $64,000-$67,000
Union: 55 - Hvd Union Cler & Tech Workers
Time Status: Full-time
Pre-Employment Screening: 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.
EOE 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.
