HR Systems Assistant
Harvard University, Boston, MA, United States
Job Summary
Harvard Business School’s mission is to educate leaders who make a difference in the world. The HR Systems Assistant supports the School’s overall excellence by executing a wide range of human resources systems and talent acquisition activities across platforms including PeopleSoft, SmartRecruiters, and SharePoint.
Reporting to both the Senior Consultant, Talent Acquisition and the Assistant Director, HR Systems, this role is responsible for carrying out day‑to‑day HRIS and talent acquisition operations for approximately 1,800 employees. The role ensures accurate and timely execution of onboarding, recruitment coordination, HR systems support, reporting, and employee inquiries. Working closely with HR Consultants, HR Partners, and other stakeholders across Harvard Business School (HBS) and Harvard University, this position serves as a key operational resource supporting core HR processes and services.
Job‑Specific Responsibilities
Human Resources Information Systems (HRIS)
Execute HR Self Service (HRSS) ticket management in Power Apps, including systems access requests, general HR inquiries, and custom report requests
Serve as a point of contact for HR‑related inquiries via HR@hbs.edu and other intake channels, triaging and responding or routing requests as appropriate
Compile, deliver, and maintain recurring and ad‑hoc reports for HR Partners, managers, and compliance purposes (e.g., visa tracking, compensation, departmental reports)
Process PSLF forms and support related documentation workflows
Support time and absence administration, including notifications, reporting, and holiday communications
Prepare PTO and related reports for payroll and termination processing
Provide backup support for HRIS processes, including supervisor changes, time and absence updates, and position tracking activities
Assist with annual audits and access reviews to ensure accuracy and compliance of HR systems data
Maintain data integrity across systems and support documentation and reporting needs
Talent Acquisition
Execute recruitment coordination in SmartRecruiters/Careers@Harvard, including requisition setup, posting, and workflow management
Manage requisitions through the FTE and position tracking process, ensuring appropriate approvals, system setup, and stakeholder access
Coordinate onboarding activities, including reviewing offer letters, updating hiring pipelines, initiating/verifying background checks and I‑9 processes, verifying completion of required checks, and completing AAF documentation
Ensure all hiring documentation is complete, accurately maintained, and communicated to HR, payroll, new hires, HR Partners, and hiring managers
Process hires in system and ensures recruiter’s proper dispositioning of all candidates
Send “Clear to Start/Welcome” communications, create a unified and welcoming onboarding experience, and serve as a point of contact for onboarding‑related questions
Support reappointment processes for recurring populations (e.g., research assistants, fellows, and other temporary or program‑based roles)
Assist with coordination of intern programs and related activities, including communications and logistics
Maintain and update talent acquisition process documentation and provide support for system and process questions
Support reporting and tracking of recruiting activity and metrics
Work with Harvard’s managed services provider for contract labor, Yoh, on HBS engagements and reporting as needed
Other Related Duties
Provide day‑to‑day operational support to HR Consultants, HR Partners, and HR team members
Participate in team meetings and contribute to HR initiatives and projects as assigned
Maintain organizational charts and support position‑related documentation
Assist with resume review and initial candidate screening, as needed
Ensure compliance with University HR policies, procedures, and applicable regulations
Serve as backup support for HRIS, TA, and HR colleagues as needed
Build trust and collaboration by being present on‑site and engaging directly with colleagues and various constituents
Be flexible and ready to take on additional duties as assigned
Qualifications
Basic Qualifications:
High School Diploma, GED, or equivalent is required
3+ years of relevant experience in human resources, talent acquisition coordination, and/or related HRIS administration duties required
Education beyond high school may count toward experience
Microsoft Office 365 (Word, Excel, PowerPoint, SharePoint and Outlook) experience is a must
Additional Qualifications and Skills:
Hands‑on experience in HRIS systems (i.e., Peoplesoft, SAP, ADP, WorkDay) and/or experience using applicant tracking systems (i.e., SmartRecruiters, Greenhouse, iCIMS) is strongly preferred
Hands‑on experience building reports and analyzing data is strongly preferred
Strong team‑oriented mindset with a willingness to support colleagues and contribute to shared goals
Keen attention to detail, with proven track record of success working in a time‑sensitive, deadline driven setting is crucial
Discretion in handling complex and confidential information
Ability to learn and leverage new systems and technologies (like AI) quickly
Ability to work independently with minimal supervision
Experience serving as a trusted partner, responsive and accurate
Strong interpersonal customer service skills with the ability to work with people at all levels of seniority
Familiarity with HR policies and processes strongly preferred
Knowledge web site management is helpful
Additional Information
Standard Hours/Schedule: 35 hours per week, overtime eligible role
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 may conduct candidate interviews virtually (phone and/or via Zoom) and/or in‑person for this role
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.
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.
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Harvard Business School’s mission is to educate leaders who make a difference in the world. The HR Systems Assistant supports the School’s overall excellence by executing a wide range of human resources systems and talent acquisition activities across platforms including PeopleSoft, SmartRecruiters, and SharePoint.
Reporting to both the Senior Consultant, Talent Acquisition and the Assistant Director, HR Systems, this role is responsible for carrying out day‑to‑day HRIS and talent acquisition operations for approximately 1,800 employees. The role ensures accurate and timely execution of onboarding, recruitment coordination, HR systems support, reporting, and employee inquiries. Working closely with HR Consultants, HR Partners, and other stakeholders across Harvard Business School (HBS) and Harvard University, this position serves as a key operational resource supporting core HR processes and services.
Job‑Specific Responsibilities
Human Resources Information Systems (HRIS)
Execute HR Self Service (HRSS) ticket management in Power Apps, including systems access requests, general HR inquiries, and custom report requests
Serve as a point of contact for HR‑related inquiries via HR@hbs.edu and other intake channels, triaging and responding or routing requests as appropriate
Compile, deliver, and maintain recurring and ad‑hoc reports for HR Partners, managers, and compliance purposes (e.g., visa tracking, compensation, departmental reports)
Process PSLF forms and support related documentation workflows
Support time and absence administration, including notifications, reporting, and holiday communications
Prepare PTO and related reports for payroll and termination processing
Provide backup support for HRIS processes, including supervisor changes, time and absence updates, and position tracking activities
Assist with annual audits and access reviews to ensure accuracy and compliance of HR systems data
Maintain data integrity across systems and support documentation and reporting needs
Talent Acquisition
Execute recruitment coordination in SmartRecruiters/Careers@Harvard, including requisition setup, posting, and workflow management
Manage requisitions through the FTE and position tracking process, ensuring appropriate approvals, system setup, and stakeholder access
Coordinate onboarding activities, including reviewing offer letters, updating hiring pipelines, initiating/verifying background checks and I‑9 processes, verifying completion of required checks, and completing AAF documentation
Ensure all hiring documentation is complete, accurately maintained, and communicated to HR, payroll, new hires, HR Partners, and hiring managers
Process hires in system and ensures recruiter’s proper dispositioning of all candidates
Send “Clear to Start/Welcome” communications, create a unified and welcoming onboarding experience, and serve as a point of contact for onboarding‑related questions
Support reappointment processes for recurring populations (e.g., research assistants, fellows, and other temporary or program‑based roles)
Assist with coordination of intern programs and related activities, including communications and logistics
Maintain and update talent acquisition process documentation and provide support for system and process questions
Support reporting and tracking of recruiting activity and metrics
Work with Harvard’s managed services provider for contract labor, Yoh, on HBS engagements and reporting as needed
Other Related Duties
Provide day‑to‑day operational support to HR Consultants, HR Partners, and HR team members
Participate in team meetings and contribute to HR initiatives and projects as assigned
Maintain organizational charts and support position‑related documentation
Assist with resume review and initial candidate screening, as needed
Ensure compliance with University HR policies, procedures, and applicable regulations
Serve as backup support for HRIS, TA, and HR colleagues as needed
Build trust and collaboration by being present on‑site and engaging directly with colleagues and various constituents
Be flexible and ready to take on additional duties as assigned
Qualifications
Basic Qualifications:
High School Diploma, GED, or equivalent is required
3+ years of relevant experience in human resources, talent acquisition coordination, and/or related HRIS administration duties required
Education beyond high school may count toward experience
Microsoft Office 365 (Word, Excel, PowerPoint, SharePoint and Outlook) experience is a must
Additional Qualifications and Skills:
Hands‑on experience in HRIS systems (i.e., Peoplesoft, SAP, ADP, WorkDay) and/or experience using applicant tracking systems (i.e., SmartRecruiters, Greenhouse, iCIMS) is strongly preferred
Hands‑on experience building reports and analyzing data is strongly preferred
Strong team‑oriented mindset with a willingness to support colleagues and contribute to shared goals
Keen attention to detail, with proven track record of success working in a time‑sensitive, deadline driven setting is crucial
Discretion in handling complex and confidential information
Ability to learn and leverage new systems and technologies (like AI) quickly
Ability to work independently with minimal supervision
Experience serving as a trusted partner, responsive and accurate
Strong interpersonal customer service skills with the ability to work with people at all levels of seniority
Familiarity with HR policies and processes strongly preferred
Knowledge web site management is helpful
Additional Information
Standard Hours/Schedule: 35 hours per week, overtime eligible role
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 may conduct candidate interviews virtually (phone and/or via Zoom) and/or in‑person for this role
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.
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.
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