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Hr Systems Assistant

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HBS

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Location:
United States , Boston

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Category:
Human Resources

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Contract Type:
Employment contract

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Salary:

Not provided
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Job Description:

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 Responsibility:

  • 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
  • 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
  • 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

Requirements:

  • High School Diploma, GED, or equivalent
  • 3+ years of relevant experience in human resources, talent acquisition coordination, and/or related HRIS administration duties
  • Education beyond high school may count toward experience
  • Microsoft Office 365 (Word, Excel, PowerPoint, SharePoint and Outlook) experience is a must

Nice to have:

  • 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
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

Additional Information:

Job Posted:
May 04, 2026

Employment Type:
Fulltime
Work Type:
Hybrid work
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