Operations Coordinator at Harvard University – Allston, Massachusetts

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 the Harvard John A. Paulson School of Engineering and Applied Sciences?

At the Harvard John A. Paulson School of Engineering and Applied Sciences (SEAS), we work within and beyond the disciplines of engineering and foundational science to address the most pressing issues of our time. Through teaching and collaborative research, SEAS discovers, designs, and creates novel technologies and approaches to societal challenges in service to the world, the nation, and our community. We collaborate across academic areas at SEAS and the larger university, and with colleagues in academia, industry, government and public service organizations beyond Harvard. By joining SEAS, you will be part of an inclusive community of dedicated problem-solvers who hold themselves and one another to the highest academic and professional standards. To learn more about us, please visit https://seas.harvard.edu/.

Job Description

Job Summary:

Reporting to the Director of Operations, SEAS Computing, at the Harvard John A. Paulson School of Engineering and Applied Sciences (SEAS), the Operations Coordinator independently manages multiple administrative priorities with minimal supervision; handles matters expeditiously, proactively, and diplomatically; uses sound judgment in determining when to escalate issues or questions; and follows through on work to successful completion. The role encompasses a broad range of responsibilities related to computer equipment management, procurement, and communication with members of the SEAS community. The Operations Coordinator develops and maintains strong working relationships with internal SEAS departments and Harvard University Information Technology (HUIT). The role advises members of the SEAS community to ensure consistent, efficient practices for computer equipment purchasing and the application of computer equipment related policies and procedures. In addition, the Operations Coordinator is responsible for tracking and communicating ongoing work and for maintaining organized, accurate, and up-to-date records. The position may also involve reviewing and making recommendations around existing procedures and policies; implementing procedure and practice changes; and actively participating in cross-organizational teams.

Job-Specific Responsibilities:

• Serve as the primary contact and subject matter expert for faculty, staff, researchers, and students about SEAS computer procurement processes and programs.
• Manage the inventory of SEAS faculty and staff computers, including those assigned to users and those available for assignment. Collaborate independently with HUIT Field Support, Procurement, and Deployment teams on inventory control and equipment deployment as needed/requested.
• Independently administer the SEAS computer quarterly refresh program. Proactively communicate with members of the SEAS community about computer refreshes/deployments, prepare quarterly purchasing information, and manage the relationship with HUIT for this program. Ensure customer satisfaction with deployments through follow up with customers and HUIT support teams and report on lessons learned to continuously improve operational processes.
• Independently administer the SEAS PhD G1 laptop program, including communicating with SEAS staff, faculty, and students, coordinating with HUIT, overseeing procurement of devices, and analyzing annual program.
• Handle ad-hoc computer requests and purchases for faculty, labs, and researchers, including coordinating with requestors, research administration colleagues, and HUIT to ensure accurate purchase details.
• Act as primary Computing contact for communication with SEAS HR, managers, staff, and HUIT for staff onboarding and offboarding related to SEAS computer equipment. Work with Director of Operations, SEAS Computing and HUIT to coordinate computer-related needs regarding onboarding and offboarding of SEAS faculty and their labs/research groups.
• Develop and manage ad-hoc projects including data collection and summary reports.
• Process departmental financial transactions with close attention to detail, ensuring compliance with SEAS and Harvard University financial guidelines and policies. Process invoices in the Harvard payment system. Track payments and communications with vendors as needed.
• Additional responsibilities as needed such as the following:
  • Coordinate the exception approval processes for SEAS computers and Harvard Dropbox accounts.
  • Manage SEAS Salesforce change request submissions. Facilitate Salesforce governance prioritization conversations to help SEAS effectively communicate prioritized monthly requests to the HUIT Customer Relationship Management (CRM) team.
  • May provide training on how to navigate and use the ServiceNow IT ticketing system.
  • Assist with maintaining the Computing website via content creation and editing.
  • Support the Director of Operations, SEAS Computing on other projects as they arise.

Working Conditions:

Work is performed in an office environment.

Physical Requirements:

There are no significant physical requirements.

Qualifications

Basic Qualifications:

Five or more years related experience. Education beyond high school may count toward experience.

Additional Qualifications and Skills:

• Must demonstrate professionalism and work well within a team environment.
• Must possess positivity and must conduct oneself in an approachable manner.
• Excellent communication skills and ability to be resourceful.
• Proven customer service and office administration skills.
• Strong organizational skills and attention to detail.
• Comfortable with and excited about being a part of process creation and improvement.
• Ability to quickly learn and adapt to using new and emerging tools and systems.
• Ability to prioritize and execute tasks in a timely manner.
• Ability to be a responsible financial steward by using organizational resources efficiently and seeking cost-effective solutions that support organizational goals.
• Strong data management skills, including selecting relevant data, organizing it effectively, and presenting it in clear reports that inform decision making is a plus.
• Familiarity with technology hardware and software ordering is a plus.
• Experience with IT ticketing and financial systems is a plus.

Additional Information

• Standard Hours/Schedule: 20 hours per week
• Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position
• Pre-Employment Screening: Identity
• Other Information: Applicants should submit a cover letter and resume to be considered for this position.

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.