Assistant Director, Operations & Systems, MBA Admissions Job at HBS (Boston)

Job Description

As a key member of the MBA Admissions Operations team, reporting to the Director, Operations, the Assistant Director manages the systems, data, and operational infrastructure that supports MBA Admissions. This role is responsible for managing admissions technologies, application operations, data governance, business intelligence initiatives, and financial operations that enable effective recruitment, evaluation, and enrollment activities. The Assistant Director manages an Operations Specialist and provides leadership for the department's analytics, reporting, and AI initiatives. Working closely with Admissions leadership, MBA IT, and external partners, this role ensures the effective use of data and technology to support operational excellence, informed decision-making, and an exceptional candidate experience.

Job Responsibility

Partners with Operations leadership team to oversee the technical and data infrastructure supporting MBA Admissions operations
Lead all phases of the MBA and 2+2 application creation lifecycle, including application design, testing, updates, deployment, and annual launch activities
Serve as the AI lead for MBA Admissions, identifying opportunities to leverage emerging technologies and guiding implementation of AI tools and processes
Oversee the application fee waiver process and related requests
Serve as the primary liaison to external testing and admissions organizations, including GMAC and ETS, leading data exchange and business intelligence initiatives
Partner with Operations team members in the development and maintenance of self-service reporting and data tools for Outreach, Evaluation, and Yield teams
Manage data integrations and pipelines across systems, including admissions and student information systems
Oversee data security, confidentiality, annual retention processes, and compliance with University policies
Design and implement business processes that promote data accuracy, consistency, and effective use across systems
Manage relationships among multiple database platforms and vendors, ensuring accurate and timely data transfers
Oversee analysis of key admissions surveys and feedback mechanisms, including Accept/Cancel Surveys, Yield Polls, and other candidate experience assessments
Manage operational aspects of alumni engagement initiatives, including Alumni Chats and Phonathon programs
Partner with MBA IT, Financial Aid, Institutional Research, and other HBS departments to support operational and analytical initiatives
Manage the MBA Admissions operating budget of approximately $2 million, including forecasting, reconciliation, vendor management, and financial reporting
Partner with finance colleagues and Admissions leadership to align spending with departmental priorities
Serve as a resource to Admissions staff on Harvard financial systems, including Buy2Pay, Concur, and budget reconciliation processes
Monitor expenditures and identify opportunities to improve operational efficiency and resource allocation
Supervise and develop the Operations Specialist, providing direction, coaching, and prioritization across analytics, reporting, AI, and operational support functions
Establish team priorities and workflows to ensure timely completion of operational projects, reporting deliverables, and annual application cycle activities
Support team-wide events and activities, including Admitted Students Welcome, Interview Days, yield programming, conferences, outreach travel, and team-building initiatives
Foster a collaborative, service-oriented culture and contribute to the continuous improvement of Admissions operations
Build trust and collaboration by being present on-site and engaging directly with colleagues and various constituents
Perform other duties as assigned

Requirements

Bachelor's degree or equivalent work experience required
Minimum of 5 years' relevant work experience
Bachelor's degree preferred
Five or more years of relevant professional experience in higher education, operations, systems administration, analytics, admissions, or a related field
Experience managing complex data systems, operational processes, and cross-functional projects
Strong proficiency in Microsoft Excel and data analysis tools
Experience working in higher education is strongly preferred
Experience with admissions or CRM platforms, preferably Technolutions Slate
Experience with business intelligence and data visualization tools such as Tableau
Familiarity with SQL and data management best practices
Interest in and aptitude for emerging technologies, including AI-enabled tools and workflows
Strong analytical, problem-solving, and project management skills
Excellent written and verbal communication skills, with the ability to translate complex information for diverse audiences
Ability to manage multiple priorities and work effectively with stakeholders across teams
Demonstrated leadership, sound judgment, and commitment to collaboration and continuous improvement

Nice to have

Experience with admissions or CRM platforms, preferably Technolutions Slate
Experience with business intelligence and data visualization tools such as Tableau
Familiarity with SQL and data management best practices
Interest in and aptitude for emerging technologies, including AI-enabled tools and workflows

What we offer

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

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Assistant Director, Operations & Systems, MBA Admissions

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