Operations Coordinator in Cambridge, Massachusetts at Harvard University

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 the Harvard Kennedy School?

The John F. Kennedy School of Government at Harvard University is one of 12 graduate and professional schools at the university. Harvard Kennedy Schools mission is to improve public policy and leadership so people can live in societies that are more safe, free, just, and sustainably prosperous. By combining cutting-edge research, the teaching of outstanding students, and direct interaction with practitioners, we have an impact on solving public problems that no other institution can match. When you work at Harvard Kennedy School, you make a difference.

The Harvard Kennedy School Government Performance Lab (GPL) seeks an Operations Coordinator, who will further the GPLs mission by working closely with other members of the GPLs operations team to advance critical functions supporting GPL staff, including hiring and training, events, and operations. They will report to the Senior Director of Operations and work closely with GPL program leads and the Director of Strategic Operations.

About the Government Performance Lab:

The mission of the Harvard Kennedy School Government Performance Lab (GPL) is to accelerate progress on difficult social problems by improving how state and local governments across the country deliver services to their residents. Our team collaborates closely with government innovators in developing and testing ways to create more just and effective service systems in areas including child and family wellbeing, public safety and justice, and homelessness and housing. To date, the GPL has engaged with 110 jurisdictions across 37 states and has conducted more than 284 projects, shifting more than $7B in government spending towards results.

Responsibilities include, but are not limited to:

Events

Bringing together government and thought leaders is a key part of GPL's mission to spread innovative practices across state and local government. Reporting to the Senior Director of Operations, the Operations Coordinator manages the planning and execution of multiple large-scale events on campus each year, including staff convenings, practitioner and expert gatherings, and off-campus policy team retreats, often involving 60+ participants.

• Event management includes but is not limited to:
  • Preparation of convening supplies and printed materials
  • Overseeing event logistics, including event catering, session room reservations, and audio-visual equipment needs
  • Coordinating day-of event execution, troubleshooting issues in real time, and ensuring a seamless participant experience
• Coordinating and booking of accommodations and support servies, including campus space, hotel accommodations, external meeting spaces as needed, and shuttle transportation
• Managing communications with staff, speakers, and participants before, during, and after events
• Engaging with and managing external vendors, including for off-campus activities, specialized session materials, photographers, and catering/restaurants.
• Managing virtual events (Zoom setup, behind-the-scenes help, Q&A management)

Operations

Ensures the organization runs smoothly behind the scenes by managing technology, administrative support, and internal processes, providing staff and fellows with the tools, resources, and support needed to work efficiently and maximize impact.

• Serving as the primary liaison with HKS IT for fellow and staff IT needs, including but not limited to:
  • Monitoring inventory and order new laptops as needed for all GPL staff and fellows
  • Ensuring the timely complete setup of laptops for new fellows (on campus and remote)
  • Troubleshooting any persistent IT needs from fellows to find an overall solution
  • Monitoring telecommunication charges and service needs.
• Aiding as the main administrative point of contact for GPL fellows and staff, prioritizing multiple tasks and projects in a fast-paced environment.
• Managing the GPL inbox and responding to and routing inquiries related to hiring and general operations.
• Serving as a backup to the GPL Financial and Administrative Coordinator (such as processing financial transactions and HR paperwork).

Human Resources: Recruiting, Hiring, & Training

Talent is at the heart of the GPLs ability to drive impact in the field. The Operations Coordinator helps the GPL recruit, hire, and train talented fellows to advance high-impact transformation projects helping improve government performance and outcomes for residents.

• Responsible for recruiting, hiring, and training GPL fellows
  • Project management and execution related to improvement and administration of GPL hiring systems. Tasks include:
    • Updating project scopes and job descriptions for the fellowship projects
    • Managing cross-team hiring process administration and logistics, including incorporating updates to case materials, conducting reviewer trainings on hiring process logistics, and reporting to senior leaders on applicant status
    • Actively incorporating ongoing improvements to the GPL hiring system throughout the year
  • Executing outreach, recruitment, and processing of applicants. Tasks include:
    • Maintaining targeted databases to identify networks to promote GPL fellow positions
    • Developing and testing new outreach and fellow recruitment strategies, including virtual information sessions on various campuses
    • Managing applications (including reviewing applicants, scheduling interviews, and coordinating reference checks) and implementing and managing software systems related to GPL hiring, including screening tools and applicant tracking systems
    • Directing communications with applicants and interviewers
• Assisting the Director of Strategic Operations, as needed, on the organization's strategic priorities which may include fellowship support, alumni engagement, staff trainings, and engagement with government leads.
• Serving as the back-up to the Senior Director of Operations and reviewing and approving third-party payroll providers monthly payroll and benefit expense sheets for fellows.
• Supervising a seasonal temporary worker on the hiring process if circumstances require.

Basic Qualifications:

At least 3 years of administrative experience is required.

Additional Qualifications and Skills:

Many kinds of experiences could prepare an individual to thrive in this role. We expect the strongest candidates will have many of the additional qualifications listed below.

• Strong administrative and procedural practices including self-organization, time management, and attention to detail.
• Demonstrated project management and event coordination capabilities.
• Ability to work effectively under pressure, adjust to frequently changing work assignments, respond promptly to multiple requests, and remain flexible and positive in the face of changing priorities.
• High level of maturity and empathy with outstanding interpersonal and communication skills to develop and maintain collaborative relationships with colleagues and potential fellows.

• Ability to exercise independent leadership, prioritize multiple tasks, and work collaboratively with a variety of constituencies.
• Strong writing and verbal communication skills.
• Eagerness to learn, discretion on confidential matters, and ability to multitask.
• Demonstrated proficiency with MS Office, database systems, and e-mail computer applications.
• Commitment to mission-driven work.

• Appointment End Date: Fully benefits eligible one year term appointment with the possibility of renewal.
• Standard Hours/Schedule: 35 hours per week
• Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position
• Pre-Employment Screening: Identity
• Other Information: This position is based on our campus in Cambridge, MA, and is required to work in person/on campus a minimum of 3 days a week.
  
  
  

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 Universitys 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 055. 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, color, 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.