Reporting to the Director for Administration and Finance, and as a key member of the Director's Senior Administrative Team, the Manager of Administrative Operations supports the Director in work that spans multiple areas of the Harvard Library (HL) and Harvard College Library (HCL) administrative portfolio, including finance, human resources, technical support, and operations.
The Manager of Administrative Operations directly manages a team responsible for the administrative support to the Library's Senior Management Team, general support functions for the Office of the Librarian, and provides support for projects spanning multiple areas of the administrative portfolio. The Manager of Administrative Operations provides guidance to the larger community of administrative staff across the Harvard Library and Harvard College Library, working to ensure consistency and efficiency of the application of policies and procedures
In consultation with the Director, the Library's Senior Management Team, department managers, and the Library's Security and Operations team, the Manager of Administrative Operations is responsible for the Harvard Library's space and occupancy needs and on the most effective use of space.
Although this position will remain open until filled, applications will be reviewed beginning August 20, 2018.
DUTIES AND RESPONSIBILITIES
Administrative Support & Operations
Manages staff providing administrative support to the Library's Senior Management Team. Sets expectations, and clarifies roles and responsibilities, 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 Library. Offers guidance in hiring of administrative staff as well as policies and procedures to increase organizational effectiveness.
Convenes a community of all library administrative staff, includes quarterly meetings and a shared wiki with best practices.
Works with senior management team to manage space assignments and office moves.
Manages common spaces (conference rooms, classrooms, supply rooms, etc.) insuring that facilities and equipment are in working order, clean, stocked, organized, technologically up-to-date, and attractive.
Office Technology/Business Systems
Manages the Library's budget for public equipment (staff and general). Conducts financial analysis, forecasting, and projections as needed.
Responsible for ensuring consistency in public equipment (staff and general) wherever possible, and managing an exception process for special requests.
Manages annual computer refresh program with central Harvard University Information Technology (HUIT) and the team's administrative coordinator.
Partners with HUIT on special projects. Examples include the implementation of HarvardPhone, the migration from the HCL to the University domain, etc.
Oversees computer hardware inventory / ordering, review of network accounts for VPN tunnels, service pack update, routine and non-routine office software upgrades, annual equipment refresh, etc.
In close consultation with the Director of Financial Planning & Analysis the Library's budget for equipment (staff and general), responsible for all of the non-LTS HUIT expenses including: budgeting, account management, and general oversight for the core HUIT services for HL and HCL. These annual expenses total $1.1M for Harvard Library and the $1.2M for Harvard College Library.
*See Additional Information section for a continued list of duties and responsibilities.
Duties and Responsibilities continued:
Leads or provides significant support to the Director in projects spanning multiple areas of the administrative portfolio.
Management of the Library's Local Emergency Management Team (LEMT).
Responsible for onboarding and setup of all Senior Management Team and their direct reports.
Researches and implements best practices for onboarding and offboarding in conjunction with HR.
Provide administrative guidance and support as needed throughout the Harvard Library (HL) and the Harvard College Library (HCL).
Serve on engagement councils for the Faculty of Arts and Sciences (FAS) and Central Administration (CADM) as appropriate.
DIVERSITY & INCLUSION AT THE HARVARD LIBRARY 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.
The Harvard Library is a proud member of the Association of College & Research Libraries (ACRL) Diversity Alliance.
Salary Grade: 058
Union: 00 - Non Union, Exempt or Temporary
Bachelor's degree required.
A minimum of 8 years' experience with an increasing level of responsibility and relevant experience.
Experience managing staff with demonstrated commitment to delivering a high level of service.
Demonstrated experience working in a complex, matrixed environment.
Excellent analytical, verbal and written communication skills along with a high level of diplomacy, organizational awareness, discretion and problem solving ability.
Ability to complete complex special projects, gaining community input in a matrixed environment
Ability to demonstrate initiative and independent decision making, anticipating the needs of senior administrators.
Proven success in developing collaborative relationships with a range of stakeholders at varied levels.
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.
Manages sensitive and confidential information exercising good judgment and discretion.
EQUAL OPPORTUNITY EMPLOYER: 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, or any other characteristic protected by law.
Internal Number: 46387BR
About Harvard University
Harvard University is devoted to excellence in teaching, learning, and research, and to developing leaders in many disciplines who make a difference globally. The University, which is based in Cambridge and Boston, Massachusetts, has an enrollment of over 20,000 degree candidates, including undergraduate, graduate, and professional students. Harvard has more than 360,000 alumni around the world. The University has twelve degree-granting Schools in addition to the Radcliffe Institute for Advanced Study, offering a truly global education. Established in 1636, Harvard is the oldest institution of higher education in the United States.