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Senior Operations Manager

Company: Harvard University
Location: Cambridge
Posted on: November 19, 2023

Job Description:

Basic Qualifications

  • Bachelor's degree
  • Five plus (5+) years of significant project management experience including large-scale events

    Additional Qualifications and Skills

    • Ability to work and thrive under deadlines in a fast-moving and -changing environment
    • Superior organizational skills, strong interpersonal skills, with excellent oral and written communication skills, and the ability to collaborate on a team
    • Rigorous attention to detail, with an eye for catching even the smallest of errors
    • Instinct for anticipating organization's needs, perceiving best- and worst-case outcomes, and averting problems
    • Experience with Photoshop preferred
    • Comfort with Linux and a command line preferred
    • Experience with Harvard's financial systems a plus
    • Experience with HTML and CSS preferred
    • Experience with programming (particularly Python and/or SQL) preferred
    • Experience with Google Docs, Google Spreadsheets, Dropbox, and other cloud applications

      Additional Information

      We will not provide visa sponsorship for this position.

      A cover letter is highly encouraged for consideration.

      This is a 1-year term position with the possibility of extension after the first year.

      The Division of Continuing Education (DCE) comprises several entities serving about 30,000 students annually. The Harvard Extension School, the Harvard Summer School, the Harvard Professional Development Programs and the Harvard Institute for Learning in Retirement allow Harvard to serve the learning needs of students across their life. For more than a century, Harvard Extension School has made Harvard faculty and teaching accessible to a diverse community of local, national, and international students. Harvard Extension School enrolls approximately 17,000 students per year in approximately 46 graduate and undergraduate liberal arts and professional fields. More than 1,500 open enrollment courses are offered year-round with over 600 available online are offered at affordable prices to our communities across the world. Harvard Summer School offers approximately 450 courses on the Harvard Campus to 11,000 secondary school, college and adult learners and more than 30 international study abroad programs for up to 600 students each summer. The Division also includes the Harvard Institute for Learning in Retirement with approximately 550 active members and Harvard Professional Development Programs offering nearly 130 short noncredit programs to more than 3,000 participants annually.

      All formal offers will be made by FAS Human Resources.

      Position Description

      Operating independently with occasional check-ins with the supervisor, the Senior Operations Manager is responsible for the strategic, operational, and business decisions that affect the department, including budgeting, travel, external relationships, and financial oversight. Oversees the logistics for a fast-moving and fast-paced department wherein objectives evolve quarterly and annually.

      Other duties and responsibilities include:

      Large-Scale Event Planning
      • Responsible for planning internal and external large-scale events, providing mission-critical operation and logistical support during both internal and external events and outreach activities. Provides expertise in event planning, consulting across the University as needed
      • Strategizes, develops content, and executes events and other projects with department management
        Financial Management
        • Advises department management on key administrative and financial issues. Responsible for multiple budgets, forecasting and planning, reallocating resources as needed across areas and securing new funding sources for department as needed; handles accounts payable and receivable; processing receipts; handling financial workflows
          Office Operations & Supplies
          • Responsible for operational management of multiple office and teaching spaces. Coordinates office construction, renovation projects, and repairs; tidying, organizing, and general maintenance and organization of common spaces.
          • Creates and implements substantive departmental systems, practices, policies, procedures in order to improve department's efficiency and workflows; assesses, analyzes, and evaluates existing operations and recommends changes that affect quality control and departmental objectives
          • Maintains records, stock of essential supplies, kitchen provisions, and equipment across all departments, and responsible for shipping packages and making deliveries
          • Plans and manages external education programs; managing office and scheduling appointments with students, faculty, staff, and others
            Visa Paperwork, Meetings, and Travel Logistics
            • Independently coordinates all travel arrangements and bookings. Coordinates visas with international office. Assists with unexpected changes to itineraries.
            • Coordinates travel and visitors to the innovation department.
              Vendor & Industry Relationships
              • Negotiates and problem-solves with external vendors, analyzing competing options on behalf of department. Synthesizes intradepartmental goals while evaluating outside vendor options. Develops and maintains internal and external constituent relationships.
                Recruiting & Onboarding
                • Manages and provides leadership on recruitment and on-boarding for new staff. Coordinates the visa application process for new hires.

                  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.

                  Working Conditions

                  Position will involve occasional travel and occasional nights and weekends, particularly for special course-related events and meetings.

                  The health of our workforce is a priority for Harvard University. With that in mind, we strongly encourage all employees to be up-to-date on CDC-recommended vaccines.

                  This position will be based in Cambridge, MA. Hybrid workplace models in place at DCE with a minimum of 2 days per week on campus. DCE may adjust these as necessary or appropriate.

                  Job Summary

                  Reporting to the Faculty Director, DCE Educational Innovation Lab, the Senior Operations Manager is an integral part of strategic planning for the long-term goals of the school's innovation department.

                  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.


                  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.

                    Work Format Details

                    This is a hybrid position that is based in Massachusetts. Additional details will be discussed during the interview process. All remote work must be performed within one of the Harvard Registered Payroll States, which currently includes Massachusetts, Connecticut, Maine, New Hampshire, Rhode Island, Vermont, Georgia, Illinois, Maryland, New Jersey, New York, Virginia, Washington, and California (CA for exempt positions only). Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

Keywords: Harvard University, Cambridge , Senior Operations Manager, Executive , Cambridge, Massachusetts

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