26-Apr-2023

Harvard Library

62191BR

Job Summary

Although the position will remain posted until filled, applicants are strongly encouraged to apply by end of day on May 18, 2023.

Reporting to Associate Director Administrative Operations, the Manager of Administrative Operations Services will oversee an array of Harvard Library projects in the areas of staff management, technology and equipment management, onboarding and offboarding, and collaborate on library-wide staff engagement events.

The Manager of Administrative Operations Services directly manages a team of three administrative assistants who are responsible for the general support functions for the Office of the Librarian and providing heavy administrative support to the Library’s Vice President and Vice-president Direct Reports. The Manager of Administrative Operations Services also provides guidance to the larger community of administrative professionals across the library, working to ensure consistency and efficiency of the application of policies and procedures.

The Manager of Administrative Operations Services manages multiple priorities independently and with minimal supervision; handles matters expeditiously, proactively, confidentially, and diplomatically; follows through on projects to successful completion. Maintains effective organizational systems that include tracking and communicating work in progress, filing, and maintaining orderly and up to date contacts. As a member of the Administrative Operations team, the Manager of Administrative Operations Services contributes to department goals and works closely with the team by accomplishing related duties and special projects as required.

Position Description

Administrative Support & Operations (35%)

• Manages a team of staff/executive assistants that provide administrative support to the Library’s Senior Management Team and general support functions for the Office of the Librarian (e.g., staffing reception desk, answering phones, office coordination, etc.). Sets expectations, clarifies roles and responsibilities, coordinates office coverage, and conducts performance evaluations and career development discussions for the administrative staff. Approves and monitors time and absences.

• Sets best practices for administrative support and operations across the Harvard Library and identifies opportunities for training and professional development for library administrative community. Provides assessment and recommendation for improving operational efficiency.

• Provides guidance on matters of billing, administrative procedures, budgets, and personnel either through direct action, advice or as liaison with other managers as appropriate.

• Attends to a variety of administrative details such as keeping informed of department’s activities, disseminating new policies, identifying training needs and creating internal training offerings for all library administrative staff. Develops, implements, and interprets administrative policies and procedures, and monitoring day to day operations of the Office of the Librarian.

• Serves as the formal back up to the Associate Director of Administrative Operations as well as back up to the Executive Assistant to the VP and Chief of Staff.

• Acts as site administrator for Harvard Library Administrative Operations staff portal and selected staff wikis, including local policies page and governance wiki. Ensures overview, contact information, manager tool kits and resources are updated frequently. Updates internal org charts and staff lists.

• Works closely with the Associate Director of Administrative Operations to develop and implement systems and best practices for flex work and the hybrid environment, including best practices for hybrid meetings, guidelines for use of flex space, acting as administrator for space reservation systems, etc.

• Serves as main contact for the oversight of staff conference spaces including upgrades, service and system requests, technology implementation, reservation systems, etc.

• Collaborates with the Manager of Library Governance and Engagement to ensure all institutional memberships are up to date. Processes invoices and setups vendors in the Harvard payment system. Tracks payments and communications with membership institution as needed.

Equipment and Technology (35%)

• Manages the equipment inventory and refresh processes for HCL and HL. The equipment and library technology includes staff and patron facing computers, copiers, scanners, printers, and phones. This individual is responsible for ensuring our equipment inventories are accurate and up to date and refreshed in a timely manner. The Manager of Administrative Operations Services acts as HL/HCL authorized requestor for computer hardware/software and Harvard Phone and is the main point of contact for all equipment requests.

• Collaborates with HUIT Fieldtech and HUIT Deployment teams and other groups to develop and execute a plan for inventory control and equipment deployment.

• Acts as HL/HCL Liaison with Harvard File Share Project Team to continue to migrate legacy departmental files from University’s network drive to Microsoft SharePoint iCloud. Engages with department and library administrators to identify and prioritize department storage drives that can be migrated to SharePoint to enhance collaboration in the hybrid environment while eliminating unnecessary data and driving greater security.
  

**Continues under Additional Information **

Basic Qualifications

• Bachelor’s degree required.

• A minimum of 5 years’ experience with an increasing level of responsibility and relevant experience.

• A minimum of 2 years’ experience managing staff with demonstrated commitment to delivering a high level of service.

Additional Qualifications and Skills

• Excellent analytical, verbal and written communication skills

• High level of diplomacy, organizational awareness, discretion and problem-solving ability.

• Exceptional organizational skills and attention to detail.

• Demonstrated experience working in a complex, matrixed environment, preferred.

• Demonstrated commitment to equity, diversity, inclusion, belonging, and antiracism.

• Ability to prioritize effectively to advance multiple complex projects simultaneously and meet project deadlines while gaining community input in a matrixed environment

• Proven success in developing collaborative relationships with a range of stakeholders at various levels.

• Ability to demonstrate initiative and independent decision making.

• Self-motivated and resourceful in identifying and implementing innovative solutions to address challenges and opportunities.

• Ability to thrive in a fast-paced work environment managing multiple and shifting priorities.

• Experience in managing financial transactions and budgets.

• Outstanding customer service orientation and follow-through.

• Ability to manage sensitive and confidential information while exercising good judgment and discretion.

Working Conditions

• The position is based on onsite in Cambridge, Massachusetts. There may be the opportunity for a flexible or hybrid work model compliant with Harvard University flexwork policies. Work location is responsive and subject to change based on business needs.

Additional Information

Continued from Position Description, Equipment and Technology

• Provides project management support for technology related projects across HCL and HL, including data collection and compilation, meeting coordination, communication updates, wiki creation and editing, and other duties as needed. The coordinator ensures timeliness and accuracy for all details.

• Oversees Harvard Library Mobile Phone Process and serves as a primary contact and coordinates all aspects of this process, including ensuring proper approvals through following up with HUIT Phone Policies and Harvard Library Chief of Administrative Operations. Promotes standardized process and consistency on model to use across the organization.

Onboarding and Offboarding 15%

• Manages the full life cycle of staff onboarding and offboarding process, working closely with the HR team, HUIT Fieldtech, Building Operations, Finance, and Communications teams to align processes and ensure a smooth onboarding and offboarding experience for staff.

• Designs and coordinates service delivery processes according to current best practices; including working closely with managers and HR team on ensuring timely submissions of the onboarding and offboarding forms.

• Follows up with hiring managers on new hire processes and coordinates with HUIT Fieldtech team to ensure former employee’s equipment is redeployed to incoming staff members as well as IAM team for new hire account creation.

• Acts as HL/HCL Authorized requestor for new accounts and university drive access requests.

• Analyzes opportunities for continuous improvement and builds strong partnerships with all teams involved in the onboarding process of new hires.

• Works with managers, HUIT Fieldtech, and IAM to align best practices of the offboarding process and ensure a smooth employee departure. Provides guidance to managers on the completion of the offboarding form and ensures Offboarding Checklist is up to date.

Finance: 10%

• Manages the Library’s budget for public equipment (staff and general). Conducts financial analysis, forecasting, and projections as needed.

• Responsible for reimbursement and payment of financial expenses associated with the equipment assets and memberships for HCL and HL. These expenses may include leasing invoices, maintenance agreement invoices, equipment and software purchases, honorarium, travel expenses, and catering/room rental expenses.

• Oversees management of daily B2P and Concur activities for Harvard Library Administration and Administrative Operations Team.

• Participates in negotiating pricing agreements with vendors for equipment, supplies, and office equipment maintenance under established guidelines.

• Reviews PCard transactions; Orders and approves supplies for Administration team.

• Prepares and transmits a variety of financial documents and maintains records of financial transactions.

• This role is responsible for appropriate financial stewardship of Harvard’s resources and must understand and follow all financial policies.

Events and other projects: 5-10%

• Coordinates logistics support for HL/HCL wide events, including monthly All-Staff meetings, as well as other Library-wide engagement events (ice-cream social, holiday party, lectures, etc.) in coordination with the Associate Director of Administrative Operations and the Stewardship and Events Manager.

• In conjunction with the Associate Director of Administrative Operations, coordinates the onboarding and setup of all VPDR and their direct reports.

• Researches and implements best practices for onboarding and offboarding in conjunction with HR.

• Serve on engagement councils for the Faculty of Arts and Sciences (FAS) and Central Administration (CADM) as appropriate.

• Contributes to ad-hoc projects and assignments as required

Benefits

We invite you to visit Harvard’s Total Rewards website to learn more about our outstanding benefits package, which may include:

• Paid Time Off: 3-4 weeks of accrued vacation time per year (3 weeks for support staff and 4 weeks for administrative/professional staff), 12 accrued sick days per year, 12.5 holidays plus a Winter Recess in December/January, 3 personal days per year (prorated based on date of hire), and up to 12 weeks of paid leave for new parents who are primary care givers.

• Health and Welfare: Comprehensive medical, dental, and vision benefits, disability and life insurance programs, along with voluntary benefits. Most coverage begins as of your start date.

• Work/Life and Wellness: Child and elder/adult care resources including on campus childcare centers, Employee Assistance Program, and wellness programs related to stress management, nutrition, meditation, and more.

• Retirement: University-funded retirement plan with contributions from 5% to 15% of eligible compensation, based on age and earnings with full vesting after 3 years of service.

• Tuition Assistance Program: Competitive program including $40 per class at the Harvard Extension School and reduced tuition through other participating Harvard graduate schools.

• Tuition Reimbursement: Program that provides 75% to 90% reimbursement up to $5,250 per calendar year for eligible courses taken at other accredited institutions.

• Professional Development: Programs and classes at little or no cost, including through the Harvard Center for Workplace Development and LinkedIn Learning.

• Commuting and Transportation: Various commuter options handled through the Parking Office, including discounted parking, half-priced public transportation passes and pre-tax transit passes, biking benefits, and more.

• Harvard Facilities Access, Discounts and Perks: Access to Harvard athletic and fitness facilities, libraries, campus events, credit union, and more, as well as discounts to various types of services (legal, financial, etc.) and cultural and leisure activities throughout metro-Boston.

Job Function

General Administration

Department Office Location

USA - MA - Cambridge

Job Code

359057 Admin Dept/Program Admin

Work Format

Hybrid (partially on-site, partially remote)

Department

Adminstration and Finance

Sub-Unit

------------

Time Status

Full-time

Salary Grade

057

Union

00 - Non Union, Exempt or Temporary

Pre-Employment Screening

Credit, Education, Identity

Commitment to Equity, Diversity, Inclusion, and Belonging

Across the Harvard Library, our work is enriched by our diverse campus community. Our unique and wide-ranging abilities, experiences, and perspectives are integral to achieving Harvard University’s mission of excellence in research, teaching, and learning for our patrons, our collections, and our workplace. We believe that an inclusive environment that cultivates and promotes understanding, respect, and collaboration across our diverse workforce enables our success.

We invite individuals with diverse backgrounds, experiences and abilities to be a part of our community of over 700 staff members. Our work with faculty, students and researchers to explore answers to intellectual questions, enduring and new, and to seek solutions to the world’s most consequential problems, requires that we not only reflect, but also champion our diverse society.

Harvard Library inspires collaboration, reflection, experimentation, and discovery connecting users to related disciplines and to University-wide teaching resources. The Library engages users through curated discovery, digital collections, reimagined physical space, and specialized research support. Today, Harvard Library’s holdings range from traditional print collections to rapidly expanding access to digital resources. Harvard Library provides the University's faculty, students, and researchers—now and in the future—with exceptional experiences and comprehensive access to these materials.

Learn more about our contributions to the academic enterprise by visiting us at http://library.harvard.edu and about the Harvard University community at http://hr.harvard.edu/why-harvard.

The Harvard Library is a proud member of the Association of College & Research Libraries (ACRL) Diversity Alliance.

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.