Coaching Operations Specialist, HBS Career & Professional Development

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

Coach Support & Communication:

• 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; escalate 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

Annual Coach Training Program Support:

• 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