Staff Assistant, Case Services Group

7 days ago

Boston, United States Harvard University Full time

**Job Summary**
- The Case Services Group is the clearinghouse for all HBS cases, ensuring a successful customer-focused service delivery process for all aspects of the faculty’s case production work. Maintaining a close operational partnership with Harvard Business Publishing (HBP), the group reviews approximately 1500 new and revised cases and related materials per year prior to publication and distribution by HBP ensuring adherence to HBS case policies and compliance with copyright and intellectual property law. As part of its role in ensuring materials are delivered in time for use in the HBS classroom, Case Services also provides assistance with securing copyright permissions for cases, course packets, and classroom handouts. We support HBS efforts to diversify the HBS case collection ensuring the body of work incorporates diverse perspectives.
- The Staff Assistant, Case Services Group engages in a wide range of activities that support case excellence and the creation and dissemination of HBS cases.

**Position Description**
- Reporting to the Associate Director, Case Services Group, the Staff Assistant works in close collaboration with another Staff Assistant and has the following responsibilities:

- Clearing Permissions for HBS Cases
- Working with the other Staff Assistant, monitors shared mailbox to self-assign items identified by Coordinators as needing permission and ensure that questions are answered or escalated promptly.
- Determines contact information for rights holders of non-HBS content as needed.
- Maintains database of rights holder contacts and terms and conditions.
- Contacts rights holders to request permission and follows up in a timely manner to ensure responses; communicates status to Coordinators.
- Processing Course Packets and Classroom Materials
- Develops a comprehensive understanding of copyright and fair use law to understand when permission is needed to use content in the HBS classroom.
- Builds relationships with MBA Course Distribution, Faculty Support Specialists, Executive Education, and other groups as needed.
- Reviews course packets and classroom handouts to identify restricted HBS content and non-HBS content that requires permission clearance and secures permission.
- Communicates with Faculty Support Specialists and Program Managers regarding timing and feasibility of permission requests and denials.
- Administrative Support
- Processes payments to rights holders and other vendors.
- Maintains departmental filing systems and manages offsite depository storage and retrieval.
- Troubleshoots office equipment issues; notifies Operations of issues in the department’s physical space; maintains departmental supplies within budget.
- Maintaining thorough and up-to-date project and process documentation in departmental systems.
- Reviewing Feedback about Errors in Cases
- Periodically reviews feedback about cases and shares relevant information with faculty, Coordinator Editorial Services, or others as appropriate.
- Provides guidance about how errors could be resolved and processes minor changes.
- Processing Brief Case submissions from HBP
- Formatting PowerPoint and Other Presentations
- Assists faculty in designing and formatting presentations, including assessing the work and skills required and contracting with outside vendors as appropriate.
- Overtime may be required.
- The role is responsible for other duties as assigned

**Basic Qualifications**
- High School Diploma, GED, or equivalent is required.
- 3+ years of related experience is required
- Education beyond high school may count toward experience.
- Microsoft Office (Word, Excel, PowerPoint, and Outlook) experience is a must

**Additional Qualifications and Skills**
- Bachelor’s degree preferred.
- Strong written and oral communication skills, including the ability to communicate quickly, clearly, and succinctly with tact and diplomacy.
- High standards in terms of professionalism and quality of work product; meticulous attention to detail
- Ability to thrive in a fast-paced environment and act with grace under pressure.
- Excellent time management and organizational skills, with the ability to think critically and pivot quickly while keeping track of multiple projects with changing priorities.
- Excellent interpersonal skills and demonstrated ability to build relationships and work effectively in a complex organization and across multiple units and levels.
- A strong customer service orientation
- Ability to work independently with mínimal supervision and collaboratively as part of a team, and to understand when each mode is appropriate.
- Ability to handle confidential information with discretion.

**Additional Information**
- This role is offered as a hybrid (some combination of onsite and remote) where you are required to be onsite at our Boston, MA based campus 3 days per week. Specific days and schedule will be determined between you and your manager.
- This is a 40 hours/week, overtime-eligib

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