DiversityinHigherEducation.com
Search

Manager of Administrative Operations

companyHarvard FAS
locationUnited States
PublishedPublished: 12/8/2023
Administrative Staff
Full Time

09-Nov-2023

Manager of Administrative Operations

Campus Services

63334BR

Job Summary

Reporting to Managing Director of Harvard University Hospitality and Dining Services (HUDS), the Manager of Administrative Operations, as part of the senior leadership team, has the responsibility for developing and implementing a strategic roadmap for all administrative processes and projects related to staff management, technology and equipment management, onboarding and offboarding, training compliance, and HUDS-wide initiatives.

The Manager of Administrative Operations directly manages a team of two administrative assistants who are responsible for the widespread support functions for the Office of the Managing Director and providing heavy administrative support to the Managing Director and Managing Director Direct Reports. The Manager of Administrative Operations acts as the primary subject matter expert on HUDS administrative policies and practices and provides guidance to the larger community of administrative professionals across HUDS, working to ensure consistency and efficiency of the application of policies and procedures.

The Manager of Administrative Operations manages multiple priorities independently and works across a diverse set of stakeholders in a complex and distributed environment. The position is critical, as part of the senior team in developing and implementing department level strategic goals and special projects.

Position Description

  • Manages a team of staff/executive assistants that provide administrative support to the Managing Director   of HUDS, Senior Management Team and general support functions (billing, communication materials, staff lists, org charts, memberships, processes invoices, equipment inventory, etc.….) for the Office of the Managing Director. Sets expectations, clarifies roles and responsibilities, coordinates office coverage, and conducts performance evaluations and career development discussions for the administrative staff. Approves and monitors time and absences.

  • Provides assessment and recommendation for improving operational efficiency across all administrative process and procedures. Develops and implements best practices for administrative support and operations across the HUDS and identifies opportunities for training and professional development for HUDS administrative community (billing, administrative procedures, budgets, training, staffing and personnel).

  • Responsible for evaluating current practices and processes and identifying new areas of opportunity to gain efficiency and optimization.  Responsible developing and implementing consistent practices and processes as well as communication to all HUDS management teams and departments. Acts as a point person for interpreting administrative policies and procedures. Ensures department strategic materials such as manager tool kits and resources are updated frequently.

  • Develops and implements systems and best practices for flex work and the hybrid environment, including best practices and guidelines for hybrid meetings, space, and use of technology. Works with senior leadership team and Managing Director to ensure consistent communication and implementation across the business unit.

  • Serves as the primary point person for tracking the status and of all labor relations activity for the Managing Director and the Senior Leadership team. Works with HR to ensure accurate account of all documented issues and tracks resolution for the department.

  • Manages relationship with HUIT Fieldtech, Campus Services IT and Deployment teams and other groups to develop and execute a plan for inventory control and equipment deployment. Working through the staff assistants to implement consistent plan for requisitioning and tracking all HUDS equipment. Manages the implementation of the university mobile phone policy; develops consistent practice for implementation across the department and works with staff to track equipment.

  • Manages administrative technology projects such as Harvard File Share Project to ensure migration of legacy departmental files from University’s network drive to Microsoft SharePoint iCloud. Engages with department and HUDS management team to identify and prioritize department storage drives that can be migrated to SharePoint to enhance collaboration in the hybrid environment while eliminating unnecessary data and driving greater security.

Basic Qualifications

  • Bachelor’s degree required or equivalent years of experience.
  • A minimum of 5 years’ experience with an increasing level of administrative or project management responsibility or other relevant administrative experience.
  • A minimum of 2 years’ experience managing staff with demonstrated commitment to delivering a high level of service.

Additional Qualifications and Skills

  • Excellent analytical, project management, verbal, and written communication skills
  • High level of diplomacy, organizational awareness, discretion, and problem-solving ability.
  • Exceptional organizational skills and attention to detail. 
  • Demonstrated experience working in a complex, matrixed environment, preferred.
  • Demonstrated commitment to equity, diversity, inclusion, belonging, and antiracism.
  • Ability to prioritize effectively to advance multiple complex projects simultaneously and meet project deadlines while gaining community input in a matrixed environment
  • Proven success in developing collaborative relationships with a range of stakeholders at various levels.
  • Ability to demonstrate initiative and independent decision making.
  • 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.
  • Ability to manage sensitive and confidential information while exercising good judgment and discretion.

Working Conditions

Working Conditions

  • The position is on campus in Cambridge, Massachusetts. Work location is responsive and subject to change based on business needs.


 

Additional Information

Job Specific Responsabilities Continued :

  • Develops and implements and manages with management team the full life cycle of staff onboarding and offboarding process, working closely with the HR team, HUIT Fieldtech, Building Operations, Finance, and Communications teams to align processes and ensure a smooth onboarding and offboarding experience for staff. Ensures new hire process gaps are identified and resolved; ensures consistent communication to all HUDS departments on new hire process, ensures compliance training is understood and tracked to completion. Ensures onboarding and performance forms are completed and tracked.

  • Acts as the HUDS point person on a Campus Services wide team developing consistent onboarding practices; works with HUIT the deployment of more streamlined process for requisitioning and redeploying equipment.

  • Trains new managers on all administrative policies and practices related to daily operations such as billing, invoices, on boarding, offboarding, compliance training requirements, equipment protocol and relevant systems (concur, B2B, Fieldglass).

  • Manages the HUDS budget for public equipment (staff and general). Conducts financial analysis, forecasting, and projections as needed.

  • Manages HUDS real estate lease agreements for space and monitors contracts with HRE.

  • Contributes to ad-hoc projects and assignments as required

Benefits

We invite you to visit Harvard’s Total Rewards website to learn more about our outstanding benefits package, which may include:

  • Paid Time Off: 3-4 weeks of accrued vacation time per year (3 weeks for support staff and 4 weeks for administrative/professional staff), 12 accrued sick days per year, 12.5 holidays plus a Winter Recess in December/January, 3 personal days per year (prorated based on date of hire), and up to 12 weeks of paid leave for new parents who are primary care givers.
  • Health and Welfare: Comprehensive medical, dental, and vision benefits, disability, and life insurance programs, along with voluntary benefits. Most coverage begins as of your start date.
  • Work/Life and Wellness: Child and elder/adult care resources including on campus childcare centers, Employee Assistance Program, and wellness programs related to stress management, nutrition, meditation, and more.
  • Retirement: University-funded retirement plan with contributions from 5% to 15% of eligible compensation, based on age and earnings with full vesting after 3 years of service.
  • Tuition Assistance Program: Competitive program including $40 per class at the Harvard Extension School and reduced tuition through other participating Harvard graduate schools.
  • Tuition Reimbursement: Program that provides 75% to 90% reimbursement up to $5,250 per calendar year for eligible courses taken at other accredited institutions.
  • Professional Development: Programs and classes at little or no cost, including through the Harvard Center for Workplace Development and LinkedIn Learning.
  • Commuting and Transportation: Various commuter options handled through the Parking Office, including discounted parking, half-priced public transportation passes and pre-tax transit passes, biking benefits, and more.
  • Harvard Facilities Access, Discounts and Perks: Access to Harvard athletic and fitness facilities, libraries, campus events, credit union, and more, as well as discounts to various types of services (legal, financial, etc.) and cultural and leisure activities throughout metro-Boston.

Benefits

We invite you to visit Harvard’s Total Rewards website to learn more about our outstanding benefits package, which may include:

  • Paid Time Off: 3-4 weeks of accrued vacation time per year (3 weeks for support staff and 4 weeks for administrative/professional staff), 12 accrued sick days per year, 12.5 holidays plus a Winter Recess in December/January, 3 personal days per year (prorated based on date of hire), and up to 12 weeks of paid leave for new parents who are primary care givers.
  • Health and Welfare: Comprehensive medical, dental, and vision benefits, disability and life insurance programs, along with voluntary benefits. Most coverage begins as of your start date.
  • Work/Life and Wellness: Child and elder/adult care resources including on campus childcare centers, Employee Assistance Program, and wellness programs related to stress management, nutrition, meditation, and more.
  • Retirement: University-funded retirement plan with contributions from 5% to 15% of eligible compensation, based on age and earnings with full vesting after 3 years of service.
  • Tuition Assistance Program: Competitive program including $40 per class at the Harvard Extension School and reduced tuition through other participating Harvard graduate schools.
  • Tuition Reimbursement: Program that provides 75% to 90% reimbursement up to $5,250 per calendar year for eligible courses taken at other accredited institutions.
  • Professional Development: Programs and classes at little or no cost, including through the Harvard Center for Workplace Development and LinkedIn Learning.
  • Commuting and Transportation: Various commuter options handled through the Parking Office, including discounted parking, half-priced public transportation passes and pre-tax transit passes, biking benefits, and more.
  • Harvard Facilities Access, Discounts and Perks: Access to Harvard athletic and fitness facilities, libraries, campus events, credit union, and more, as well as discounts to various types of services (legal, financial, etc.) and cultural and leisure activities throughout metro-Boston.

Job Function

General Administration

Department Office Location

USA - MA - Cambridge

Job Code

359057 Admin Dept/Program Admin

Work Format

On-Site

Sub-Unit

Dining Services

Salary Grade

057

Department

Harvard Dining Services

Union

00 - Non Union, Exempt or Temporary

Time Status

Full-time

Pre-Employment Screening

Criminal, Drug Testing, Education, Employment, Identity

Schedule

Monday to Thursday: 11am to 7pm. 
Friday: 8am to 4pm. 
Weekend operations: Once every quarter on Saturday and Sunday. 

Occasional/seasonal weekend work, during move in, commencement, emergencies, etc. 
Critical essential personnel. 

 

Commitment to Equity, Diversity, Inclusion, and Belonging

Harvard University views equity, diversity, inclusion, and belonging as the pathway to achieving inclusive excellence and fostering a campus culture where everyone can thrive. We strive to create a community that draws upon the widest possible pool of talent to unify excellence and diversity while fully embracing individuals from varied backgrounds, cultures, races, identities, life experiences, perspectives, beliefs, and values.

EEO Statement

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, gender identity, sexual orientation, pregnancy and pregnancy-related conditions, or any other characteristic protected by law.