Senior Administrative Operations Coordinator

Harvard University; Cambridge (MA); Hybrid; USD 75,000 - 95,000; Full time

Benefits offered by this job

Parental leave

Health insurance

Retirement plans

Wellbeing resources

Family support

Tuition assistance

Commuter benefits

Job summary

Harvard University’s Central Administration, specifically the Harvard IT (HUIT) division, seeks a Senior Administrative Operations Coordinator to streamline events, onboarding, and initiatives across the Administration team. This role offers hybrid onsite work and cross-unit collaboration to support leaders and programs.

You will drive administrative best practices, coordinate executive coverage, and ensure efficient, consistent service delivery while mentoring the administrative staff.

Qualifications

• Minimum five years of progressively responsible administrative experience.
• Experience supporting senior leaders and coordinating complex initiatives.
• Demonstrated ability to coordinate multiple priorities while maintaining exceptional attention to detail.
• Strong organisational, written and interpersonal communication skills.
• Demonstrated ability to build collaborative working relationships across a matrixed organisation.

Responsibilities

• Coordinate weekly Executive Assistant/Coordinator meetings.
• Coordinate executive support coverage across the team.
• Identify and implement administrative best practices.
• Support onboarding and training of new administrative staff.
• Provide day-to-day guidance and coordination for executive support staff.
• Serve as primary backup support during coverage gaps.
• Coordinate the employee onboarding experience for Harvard payroll hires.
• Coordinate buddy assignments, welcome communications, gift distribution and onboarding resources.
• Support workforce administration activities as assigned.
• Maintain administrative documentation, intranet content and standard operating procedures.
• Coordinate logistics for HUIT-wide and Harvard IT learning and engagement programs.
• Manage invitations, registrations, calendars, Zoom logistics and event communications.
• Coordinate meeting materials and administrative follow-up.
• Maintain program resources and communications.
• Provide administrative coordination in support of other Administration initiatives.
• Identify opportunities to improve administrative processes and workflows and recommend opportunities to simplify, standardise or automate recurring administrative work.
• Maintain and update documentation, procedures and administrative resources to support operational consistency.

Skills

Administrative experience

Executive support

Prioritization

Communication skills

Stakeholder collaboration

Job description

Company Description

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

Why join Harvard University Central Administration?

Harvard University's Central Administration (CADM) is a 5,000+ employee organization that supports the university's overall excellence by understanding and serving the needs of its schools, students, faculty, staff, alumni, and surrounding communities. Through dynamic and collaborative partnerships, CADM provides high-quality and efficient services to the schools to help them achieve their goals.

Harvard University Information Technology (HUIT) is a community of Information Technology professionals committed to understanding our users and devoted to making it easier for faculty, students, and staff to teach, research, learn, and work through the effective use of information technology. We are recruiting an IT workforce that has both breadth in their ability to collaborate and innovate across disciplines – and depth in specific areas of expertise. HUIT offers opportunities for IT professionals to learn and work in a unique technology landscape and service-focused environment. If you are a technically proficient, nimble, user-focusedand accountable IT professional who also connects with the importance of collaborating well in a teamenvironmentwe are looking for you!

More About HUIT:

Our Mission: huit.harvard.edu/about

We empower the Harvard community with essential and transformative technologies to advance education, knowledge and discovery.

HUIT's core values are:

• Human-centered
• University-focused
• Innovation-driven
• Team-oriented

IT Academy (designed for IT Staff):

HUIT's IT Academy aims to enable each IT staff person to grow professionally and become a trusted partner to her or his team. The IT Academy is built on the belief that every IT staff member across the University (including technology employees at each school and campus) can grow in her or his area of expertise as well as building strong people and project management skills. Learn more here: https://itacademy.harvard.edu/.

Job Description

The Senior Administrative Operations Coordinator serves as the primary administrator for logistical support for events, programs, and initiatives, and employee onboarding activities, helping ensure consistent administrative operations and service delivery across the HUIT Administration team.

This role serves as the operational hub for the Administration team by coordinating executive support coverage, establishing administrative best practices, supporting employee onboarding initiatives, and managing the administrative logistics that enable leaders and program owners to focus on higher-value strategic work.

The Senior Administrative Operations Coordinator works independently, exercises sound judgment, and collaborates across HUIT to improve consistency, efficiency, and service delivery. While this position does not have formal supervisory responsibility, it provides day-to-day coordination and guidance to the executive support team.

Job-Specific Responsibilities:

Executive Support Coordination (30%)

• Coordinate weekly Executive Assistant/Coordinator meetings.
• Coordinate executive support coverage across the team.
• Identify and implement administrative best practices.
• Support onboarding and training of new administrative staff.
• Provide day-to-day guidance and coordination for executive support staff.
• Serve as primary backup support during coverage gaps.

Administrative Operations & Onboarding (30%)

• Coordinate the employee onboarding experience for Harvard payroll hires.
• Coordinate buddy assignments, welcome communications, gift distribution and onboarding resources.
• Support workforce administration activities as assigned.
• Maintain administrative documentation, intranet content and standard operating procedures.

Program & Administrative Coordination (30%)

• Coordinate logistics for HUIT-wide and Harvard IT learning and engagement programs.
• Manage invitations, registrations, calendars, Zoom logistics and event communications.
• Coordinate meeting materials and administrative follow-up.
• Maintain program resources and communications.
• Provide administrative coordination in support of other Administration initiatives.

Operational Improvement (10%)

• Identify opportunities to improve administrative processes and workflows and recommend opportunities to simplify, standardise or automate recurring administrative work.
• Maintain and update documentation, procedures and administrative resources to support operational consistency.

Success Measures

• Executive support coverage is proactive, coordinated and sustainable.
• Administrative standards and documentation are current and consistently applied.
• Employee onboarding experiences are timely, coordinated and welcoming.
• Program logistics are executed consistently with minimal oversight.
• Administrative processes continue to become more efficient through documentation, technology and continuous improvement.

Qualifications

Basic Qualifications:

Basic Qualifications are the minimum threshold a candidate must meet in order to be considered for this role.

• Minimum five years of progressively responsible administrative experience.
• Experience supporting senior leaders and coordinating complex initiatives.
• Demonstrated ability to coordinate multiple priorities while maintaining exceptional attention to detail.
• Strong organisational, written and interpersonal communication skills.
• Demonstrated ability to build collaborative working relationships across a matrixed organisation.

Preferred Qualifications:

The following qualifications are strongly preferred. If you meet some, but not all, you are still encouraged to apply; we value employees with a willingness to learn.

• Experience developing administrative processes, documentation or operational improvements.
• Experience planning meetings, events or organisational programmes.

Additional Information

Hybrid: A minimum of 2 days a week onsite

Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position

Pre-Employment Screening: Identity

Other Information: This position has a 180-day orientation and review period.

Work Format Details

This position has been determined by school or unit leaders that some of the duties and responsibilities can be effectively performed at a non-Harvard location. The work schedule and location will be set by the department at its discretion and based upon operational needs. When not working at a Harvard or Harvard-designated location, employees in hybrid positions must work in a Harvard registered state in compliance with the University'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 prior to employment.

Salary Grade and Ranges

This position is salary grade level 057. Please visit Harvard's Salary Ranges to view the corresponding salary range and related information.

Benefits

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

• Generous paid time off including parental leave
• Medical, dental and vision health insurance coverage starting on day one
• Retirement plans with university contributions
• Wellbeing and mental health resources
• Support for families and caregivers
• Professional development opportunities including tuition assistance and reimbursement
• Commuter benefits, discounts and campus perks

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

EEO/Non-Discrimination Commitment Statement

Harvard University is committed to equal opportunity and non-discrimination. We seek talent from all parts of society and the world, and we strive to ensure everyone at Harvard thrives. Our differences help our community advance Harvard's academic purposes.

Harvard has an equal employment opportunity policy that outlines our commitment to prohibiting discrimination on the basis of race, ethnicity, colour, national origin, sex, sexual orientation, gender identity, veteran status, religion, disability or any other characteristic protected by law or identified in the university's non-discrimination policy. Harvard's equal employment opportunity policy and non-discrimination policy help all community members participate fully in work and campus life free from harassment and discrimination.