Administrative Operations Coordinator

at  Harvard University

JOB SUMMARY

Working as a member of the Administrative Operations team based out of the Office of the Librarian in Widener Library and reporting to the Manager of Administrative Operations Services, the position of Administrative Operations Coordinator requires a well-organized, technically capable person with a demonstrated commitment to delivering exceptional customer service. The Administrative Operations Coordinator provides direct administrative support to the Associate University Librarian for Antiracism, and the Senior Consultant for Strategic Priorities, as well as assisting in the support of other members of the Harvard Library and Harvard College Library leadership team, the Office of the Librarian, and by extension the broader Library community. The position further serves as the department lead supporting the conference rooms, meeting rooms, and flexwork spaces managed by the Administrative Operations team. In this capacity, the Administrative Operations Coordinator demonstrates and exemplifies Harvard Library’s core values of service to our users and staff, inclusivity, curiosity, and a dedication to supporting the improvement of the human condition through scholarship.

BASIC QUALIFICATIONS

• High school diploma or equivalent required.
• Minimum of three years administrative support experience.

ADDITIONAL QUALIFICATIONS AND SKILLS

• Demonstrated commitment to equity, diversity, inclusion, belonging and antiracism.
• Bachelor’s degree preferred.
• Demonstrated commitment to customer service in support of library patrons and staff; exhibits respect, compassion, patience, honesty, and prudence in interactions with colleagues, library users, and guests; strong collaborative, collegial, and problem-solving orientation to addressing challenges.
• Ability effectively multi-task and prioritize to juggle multiple commitments, competing deadlines and shifting priorities.
• Demonstrated communication facility, including clear and effective verbal and written communication skills, including the ability to effectively communicate by phone and e-mail; ability to actively listen with consideration and empathy, synthesize information, and respond appropriately.
• Excellent judgement, sense of discretion, and ability to appropriately manage confidential information.
• Demonstrated ability to take appropriate initiative, seek guidance and collaboration as needed, and consistently follow tasks and projects through to completion within expected time and resource limitations.
• Ability to think ahead, anticipate emerging needs, and plan appropriately to successfully manage complex operations with high-visibility impact.
• Commitment to continuous learning, development of relevant job knowledge and skills, and ongoing cultivation of interpersonal competencies.
• Strong working knowledge of Microsoft Office suite of programs (Outlook, OneDrive, Sharepoint, Teams, Excel, Word, PowerPoint, etc.).
• Strong working knowledge of Zoom.
• Working knowledge of the Google suite of programs (Drive, Docs, Calendar, Gmail).
• Working knowledge of Slack.

PHYSICAL REQUIREMENTS

• Typical job activities include sitting, standing, bending, reaching, lifting, pushing/pulling, and carrying (up to 50 pounds).

Administrative Operations – General

• Reconciles financial transactions and processes payments using Concur (P-Card and corporate card transactions), Buy2Pay, and other University financial systems. May assist colleagues in the Administrative Operations team by preparing travel reimbursement and financial reconciliation tasks on behalf of other staff, consultants, or visitors.
• Provides back up calendaring and other administrative support to the Vice President for the Harvard Library and University Librarian and those Associate University Librarians supported by the Administrative Operations Department when staff holding primary responsibility for these tasks are on paid time off and/or in the event of position vacancies.
• Shares in supporting the common responsibilities of the Administrative Operations Team, including ongoing general administrative activities and operational support to the Office of the Librarian; participates in routine onsite office tasks, including greeting visitors, responding to incoming requests (via telephone, email, and post), and researching issues and solutions as required.
• Creates and maintains documentation of Administrative Operations department policies and procedures, including (but not limited to) department manual(s), records procedures, Library contact lists, equipment use instructions, and other similar resources. Updates department websites. Produces, coordinates, and distributes internal department communications to ensure that colleagues have ready access to accurate current policies and procedures documentation.
• Establishes and maintains an up-to-date and accurate filing system in accordance with the University’s records retention policies. Manages paper and electronic office records.
• Monitors and maintains supplies inventories for the Office of the Librarian, placing both routine and special request orders. Collaborates with colleagues to maintain supply inventory to support meetings and events. Orders supplies and equipment from a wide variety of vendors using Buy2Pay, P-Card, department card, and other University systems.
• Participates in the planning, organization, and implementation of Administrative Operations department sponsored events, both independently and in collaboration with colleagues (e.g., organizing an Administrative Professionals Day event to celebrate administrative colleagues at Harvard Library and Harvard College Library, farewell or celebratory events for colleagues); secures room reservations, makes catering arrangements, and provides technology support as needed; assists with organizing and supporting other Harvard Library and Harvard College Library events, meetings, and programs (both internal and public).
• Supports special projects (ongoing and time-limited), serving as project lead or participating as a member of a project team.