Administrative/Operations Coordinator

10-Oct-2022

University Administration

60070BR

Job Summary

The Office of the President and Provost (OPP) Finance and Administration is looking for an Administrative/Operations Coordinator interested in working in a highly visible and exciting part of the University. OPP is committed to fostering and growing an anti-racist, diverse, and inclusive lens to all the work that is performed.

Reporting to the Sr. Manager for Operations, the Administrative/Operations Coordinator will function as the “go-to” person for a variety of operations and administrative requests from the Office of the President, the Office of the Provost, as well as from all the units across the OPP portfolio. The coordinator will also provide administrative support to the Managing Director for Finance and Administration.

Position Description

• Serve as the principal administrative contact for OPP Finance and Administration, to triage and direct requests while providing high-level customer service to clients at all levels within the organization.
• Coordinate space functions and processes: Ensure that spaces are optimally functioning and report deficiencies and/or maintenance needs for prompt remediation. Evaluate supply needs, order, receive, and distribute to various units. Maintain and update OPP space database.
• Coordinate onboarding processes for new hires within OPP; specifically, work with the Sr Manager of Operations, HR, IT, and HRE on provisioning technology needs, office space, and ensuring that the employee is correctly added in directories and listservs.
• Develop effective relationships with colleagues in Harvard Real Estate, Information Technology, Mail Services, Records Management, and other groups in Central Administration to resolve issues and concerns promptly and satisfactorily.
• Work closely with the Sr. Manager of Operations to shepherd space and IT projects to completion (e.g. OPP overall space strategy, moves, storage needs, provisioning of furniture, coordinating technology equipment refresh).
• Manage the calendars for the office and for the Managing Director
• Independently research issues, identify solutions and make recommendations for policies and process improvements
• Provide front desk reception coverage for one hour daily, welcoming and directing all visitors, guests, and callers for the Office of the President and the Provost at Massachusetts Hall.

The candidate’s primary location will be Mass Hall – where the President, Provost, and Executive Vice President are located – but they will spend time in other OPP buildings to address and resolve issues as needed and to help set up new employees.

Basic Qualifications

Candidates MUST meet the following basic qualifications in order to be considered for this role:

A minimum of five years of related experience. Education beyond high school may count toward experience. Demonstrated proficiency with Microsoft Office suite.

Job Function

General Administration

Location

USA – MA – Cambridge

Job Code

403040 Coordinator II

Sub-Unit

Office of the President and Provost

Department

Finance and Admin

Union

55 – Hvd Union Cler & Tech Workers

Pre-Employment Screening

Identity

Schedule

Full time – 35hrs./week

Commitment to Equity, Diversity, Inclusion, and Belonging

Harvard University views equity, diversity, inclusion, and belonging as the pathway to achieving inclusive excellence and fostering a campus culture where everyone can thrive. We strive to create a community that draws upon the widest possible pool of talent to unify excellence and diversity while fully embracing individuals from varied backgrounds, cultures, races, identities, life experiences, perspectives, beliefs, and values.

EEO Statement

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, gender identity, sexual orientation, pregnancy and pregnancy-related conditions, or any other characteristic protected by law.