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
• Career Leader – 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 Career Leader 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…