Director of Business Operations

Harvard University, Faculty of Arts & Sciences; Cambridge (MA); Ibrido; USD 110.000 - 170.000; Tempo pieno

Vantaggi offerti da questo lavoro

Generous paid time off

Medical, dental, and vision coverage

Retirement plans with university or 2

Tuition assistance and reimbursement

Descrizione del lavoro

Harvard University Library seeks a senior operations leader reporting to the CAO to oversee financial administration, facilities, HR, and related operations. This role guides cross-unit programs and ensures equitable, compliant processes across Harvard Library (CADM and FAS), overseeing a large staff and budget.

The position partners with senior leaders to drive strategic planning, risk management, and continuous improvement, while expanding responsibilities to broader library operations and

Competenze

• Bachelor’s degree required.
• Minimum of 8 years of experience with increasing responsibilities.
• Experience managing financial transactions, budgets, forecasting and analysis.
• Previous supervisory experience.

Mansioni

• Lead equitable business infrastructure across Harvard Library units and CAO portfolio.
• Oversee financial management, budgeting, long-range planning and reporting.
• Collaborate with HR on recruitment, classifications and staff development.
• Coordinate facilities management, risk mitigation, security and capital projects.
• Support senior leadership with strategic planning, internal comms and program management.

Conoscenze

Analytical skills

Verbal & written communication

Budget management

Project management

Strategic planning

Leadership / supervisory experience

Formazione

Bachelor’s degree

Advanced degree preferred

Descrizione del lavoro

Company Description

By working at Harvard University, you join a vibrant community thatadvances Harvard's world-changing mission in meaningful ways,inspires innovation and collaboration, and builds skills andexpertise. We are dedicated to creating a diverse and welcomingenvironment where everyone can thrive.

Why Work at Harvard Library?

At Harvard Library, we are champions of curiosity. We aim to beglobal leaders in expanding world knowledge and intellectualexploration. We engage with our communities in the creation andsharing of new knowledge, connecting them with the vast collectionsthat we curate and steward through collaborations around the world.At its core, our mission for nearly four centuries has been toadvance the learning, research, and pursuit of truth that are atthe heart of Harvard. Our efforts are motivated and powered byworking collaboratively, embracing diverse perspectives,championing access, aiming for the extraordinary, and alwaysleading with curiosity.

Job Summary:

Reporting to the Chief of Administrative Operations (CAO) forHarvard Library, and working closely with the Senior Director ofFinancial Planning and Analysis, Controller, Senior Director ofHuman Resources, Director of Building Operations, and SeniorDirector of Administrative Operations, this role will provideoverall business operations leadership and direct management forfinancial administration, facilities, human resources, and otherareas vital for the operational and strategic success of HarvardLibrary (CADM and FAS).

This role will lead and execute key Harvard Library wideinitiatives and projects for the Chief of Administrative Operationsand manage complex business operations. The initial focus is thearchives and special collections portfolio reporting to theAssociate University Librarian (AUL) for Archives and SpecialCollections and Florence Fearrington Librarian of Houghton Library,which includes more than 80 staff members, a complex annual budgetof ~$26 million, and a facilities environment requiring optimalpreservation and collections security for many of Harvard Library’smost valuable holdings, particularly those held in HoughtonLibrary, the Harvard University Archives, Harvard-Yenching Library,and the Harvard Film Archive.This role supports the AUL andsubunits with human resources needs, strategic and annual financialplanning, budget management, internal communications, projectmanagement, and staff community building. Over time, the positionwill expand responsibilities to provide high level businessstrategy support across Harvard Library senior leadership, with thegoal of implementing an equitable business infrastructure acrossthe organization.

DUTIES AND RESPONSIBILITIES

Administrative Structure

• Creates, evaluates, builds, and implements an equitablebusiness infrastructure that serves the needs of all HarvardLibrary Units
  
  
  
  • Facilitate a collaborative and transparent process to reviewthe overall business functions across Harvard Library with a goalto create a sustainable system where HR, Finance, Accounting, andBuilding Operations is equitable to all parts of the libraryorganization.
  
  
  
  


• Frequently participates and/or provide leadership in Harvard,FAS or Harvard Library wide planning efforts related to space andcapital plans, institutional risk management, and local emergencymanagement (in collaboration with business continuity and LEMTsponsors), and other strategic and operational areas.
  
  
  
  • Manages business strategy functions within the CAO and otherleadership portfolios and assists with leadership andadministration. This work includes strategic and annual planning,project management, intentional communication, organizationalculture development, and professional development.
  
  
  
  

• Serves as a member and helps to coordinate the work of CAOother leadership teams, and other library groups and groups asnecessary.


• Maintains library policy documentation via SharePoint, wikisand other collaboration tools; and holds responsibility for localcompliance with university records, policies and procedures acrossthe CAO and other leadership portfolios.

Financial Management

• Responsible for annual budgeting, long-term financialsustainability, and long-range forecasting and planning, fundmanagement, and expense management for acquisitions, salaries,facilities, and general operations. Works with leaders, managers,and librarians and with Harvard Library Administration and Financestaff to develop and manage budgets.


• Properly advise of the financial risks as well asopportunities, providing the tradeoffs of certain financialdecisions.


• Ensure responsible financial management and reporting andfollowing Harvard University’s financial policies, procedures, andprotocols. In partnership with HL Finance, ensure accountabilityand compliance with fiduciary requirements.

Human Resources Management

• In partnership with the CAO, and hiring managers, manage thestaffing exception requests needed to gain Committee approval tohire LHTs, terms, students, and Regular full-time staff. Thisrequires collaboration with Finance partners to ensure appropriateand sufficient funding is secured, as well as collaboration withHuman Resource partners for the Committee approval process.
  
  
  
  • Act as a strategic thought partner to oversee local requestsfor human resources related activities including recruitment,position description documentation, review/classification, creationof new positions, temporary workers, student employees, performancemanagement, and professional development.
  
  
  
  


• Coordinates the onboarding and orientation for new members ofthe senior teams.


• Collaborate closely with Human Resources and key leaders on astudent employment program across Harvard Library. With a largestudent employee population and a related union, HarvardUndergraduate Worker Union (HUWU), there is a significant need toenhance our student workforce planning, employment request, hiring,onboarding, training, safety, payroll, offboarding processes, toname a few. The focus will be on developing best practices,including leading a community of practice for supervisors ofstudent employees.


• In concert with Human Resources, contribute to constructivelabor relations.

Facilities Management

• Serve as lead for capital and space operations for HarvardLibrary and serve as point person for Harvard Library BuildingOperations and the FAS Office of Physical Resources and Planning(OPRP).

• Serve as the primary stakeholder with Harvard Library BuildingOperations in all aspects of the libraries and facilities,including capital project planning and execution, security systems,and infrastructure, ongoing maintenance and repairs, movement ofstaff workstations or requests for staff workspace improvementsemergency preparedness and response, and risk management.


• Collaborates with Building Operations to ensure optimalfacilities and security environment. A specific focus will be onthe high value collections housed in Houghton Library, HarvardUniversity Archives, Harvard-Yenching Library, Harvard FilmArchive, and other repositories.


• Serves as Facilities liaison and is responsible forcommunicating and coordinating facilities related work with librarystaff.

Level of Flexibility:

The position will be based on ourcampus in Cambridge, MA with an opportunity for a flexible orhybrid schedule, following the 90 day onboarding period, compliantwith Harvard University remote work policies (this would be aminimum of 3 days onsite, and in accordance with businessneeds).

Qualifications

Basic Qualifications:

• Bachelor’s degree required.


• A minimum of 8 years of experience with an increasing level ofresponsibility and relevant experience directly supporting senioradministrators, or equivalent education and experience.


• Experience in managing financial transactions and budgets,including forecasting, planning, and analysis.

• Previous supervisory experience.

Additional Qualifications:

• Ability to work and make decisions independently and toanticipate needs of department, teams, and senior leadership.


• Excellent analytical, verbal, and written communication skillsalong with a high level of diplomacy, organizational savvy,discretion, and problem-solving ability.


• Proven success in developing collaborative relationships with arange of stakeholders at varied levels.


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


• High level of comfort with ambiguity and ability to thrive in afast-paced work environment where demands may need to beprioritized frequently.


• Outstanding customer service orientation andfollow-through.


• Manages sensitive and confidential information exercising goodjudgment and discretion.


• Exhibits deep sense of responsibility toward the organizationand possesses ability to function as both a member and leader ofteams.


• Demonstrates compassion and willingness to listen and shareconstructive feedback.


• A strong understanding of multiple funding sources within auniversity setting, including gifts, endowments, and sponsoredresearch.


• Must possess the ability and willingness to become proficientwith a variety of financial software products and web-basedapplications. Familiarity with Harvard and FAS systems, policies,and protocols preferred.


• Must possess the ability and willingness to becomeknowledgeable of and proficient with the systems, policies, andfacilities related to operating a building with significantsecurity and preservation imperatives.


• Experience working in and an orientation to the mission oflibraries preferred.


• Advanced degree in non-profit or business administration orrelated field preferred.

Additional Information

Physical Requirements:

• Must be able to move about inside the library to access books,office machinery, files, etc.


• Must be able to constantly position self to maintain files infile cabinets.


• Must be able to remain in a stationary position 50% of thetime.

Work Environment:

The work associated with this position isperformed in a library/office setting and may interact withcollections that may contain dust, mold, or othercontaminants.

Other Information:

• This position has a 90-day orientation and review period.


• Pre-Employment screening required.

Work Format Details

This position has been determined by school or unit leaders thatsome of the duties and responsibilities can be effectivelyperformed at a non-Harvard location. The work schedule and locationwill be set by the department at its discretion and based uponoperational needs. When not working at a Harvard orHarvard-designated location, employees in hybrid positions mustwork in a Harvard registered state in compliance with theUniversity’s Policy on Employment Outside of Massachusetts .Additional details will be discussed during the interview process.Certain visa types and funding sources may limit work location.Individuals must meet work location sponsorship requirements priorto employment.

Salary Grade and Ranges

This position is salary grade level 060. Please visit Harvard's Salary Ranges to view thecorresponding salary range and related information.

Benefits

Harvard offers a comprehensive benefits package that is designed tosupport a healthy work-life balance and your physical, mental andfinancial wellbeing. Because here, you are what matters. Ourbenefits include, but are not limited to:

• Generous paid time off including parental leave


• Medical, dental, and vision health insurance coverage startingon day one


• Retirement plans with university contributions


• Wellbeing and mental health resources


• Support for families and caregivers


• Professional development opportunities including tuitionassistance and reimbursement


• Commuter benefits, discounts and campus perks

Learn more about these and additional benefits on our Benefits & WellbeingPage.

EEO/Non-Discrimination Commitment Statement

Harvard University is committed to equal opportunity and non-discrimination . We seek talent fromall parts of society and the world, and we strive to ensureeveryone at Harvard thrives. Our differences help our communityadvance Harvard's academic purposes.

Harvard has an equal employment opportunity policy that outlines our commitment to prohibiting discrimination on thebasis of race, ethnicity, color, national origin, sex, sexualorientation, gender identity, veteran status, religion, disability,or any other characteristic protected by law or identified in theuniversity's non-discrimination policy . Harvard'sequal employment opportunity policyand non-discrimination policy help allcommunity members participate fully in work and campus life freefrom harassment and discrimination.