Director of Business Operations

Harvard University • Cambridge, MA

22h • Hybrid

About The Position

The Director of Business Operations reports to the Chief of Administrative Operations (CAO) for Harvard Library and works closely with senior leaders in finance, human resources, building operations, and administrative operations. The role provides business operations leadership and direct management across financial administration, facilities, human resources, and other areas essential to Harvard Library’s operational and strategic success. The position initially supports the archives and special collections portfolio, reporting to the Associate University Librarian for Archives and Special Collections and Florence Fearrington Librarian of Houghton Library. This portfolio includes more than 80 staff, an annual budget of approximately $26 million, and facilities requiring preservation and security for valuable collections. The position supports strategic and annual financial planning, budget management, human resources, internal communications, project management, and staff community building. Responsibilities are expected to expand over time to provide high-level business strategy support across Harvard Library senior leadership and help implement an equitable business infrastructure.

Requirements

• Bachelor’s degree.
• At least 8 years of experience with increasing responsibility and relevant experience directly supporting senior administrators, or equivalent education and experience.
• Experience managing financial transactions and budgets, including forecasting, planning, and analysis.
• Previous supervisory experience.
• Ability to work and make decisions independently and anticipate the needs of departments, teams, and senior leadership.
• Excellent analytical, verbal, and written communication skills, diplomacy, organizational savvy, discretion, and problem-solving ability.
• Proven ability to develop collaborative relationships with stakeholders at varied levels.
• Self-motivation and resourcefulness in identifying and implementing innovative solutions.
• Comfort with ambiguity and ability to thrive in a fast-paced environment with frequently changing priorities.
• Strong customer service orientation and follow-through.
• Ability to manage sensitive and confidential information with good judgment and discretion.
• Ability to function as both a team member and leader, with a strong sense of responsibility toward the organization.
• Compassion and willingness to listen and share constructive feedback.
• Understanding of multiple funding sources in a university setting, including gifts, endowments, and sponsored research.
• Ability and willingness to become proficient with financial software products and web-based applications.
• Ability and willingness to become knowledgeable about systems, policies, and facilities involved in operating a building with significant security and preservation requirements.
• Ability to meet the physical requirements of the job, including moving around the library, positioning to maintain files, and remaining stationary for 50% of the time.

Nice To Haves

• Familiarity with Harvard and FAS systems, policies, and protocols.
• Experience working in and an orientation to the mission of libraries.
• Advanced degree in nonprofit or business administration or a related field.

Responsibilities

• Create, evaluate, build, and implement an equitable business infrastructure that serves Harvard Library units.
• Facilitate a collaborative and transparent review of business functions across Harvard Library to develop sustainable and equitable HR, finance, accounting, and building operations systems.
• Participate in or lead Harvard-wide, FAS-wide, or Harvard Library-wide planning related to space and capital plans, institutional risk management, emergency management, and other strategic and operational areas.
• Manage business strategy functions within the CAO and other leadership portfolios, including strategic and annual planning, project management, communications, organizational culture development, and professional development.
• Serve on and help coordinate the work of CAO and other leadership teams and library groups.
• Maintain library policy documentation through SharePoint, wikis, and other collaboration tools, and oversee local compliance with university records, policies, and procedures.
• Lead annual budgeting, long-term financial sustainability, forecasting and planning, fund management, and expense management for acquisitions, salaries, facilities, and general operations.
• Work with leaders, managers, librarians, and Harvard Library Administration and Finance staff to develop and manage budgets.
• Advise on financial risks and opportunities and explain the tradeoffs of financial decisions.
• Ensure responsible financial management and reporting in accordance with Harvard University policies, procedures, protocols, and fiduciary requirements.
• Partner with the CAO and hiring managers to manage staffing exception requests and coordinate with finance and human resources partners to secure funding and obtain committee approvals.
• Oversee local requests for recruitment, position documentation and classification, new positions, temporary workers, student employees, performance management, and professional development.
• Coordinate onboarding and orientation for new members of senior teams.
• Collaborate with Human Resources and leaders to improve Harvard Library’s student employment program and related workforce planning, hiring, onboarding, training, safety, payroll, and offboarding processes.
• Develop student employment best practices, including leading a community of practice for student employee supervisors.
• Contribute to constructive labor relations in partnership with Human Resources.
• Lead capital and space operations for Harvard Library and serve as the point person for Harvard Library Building Operations and the FAS Office of Physical Resources and Planning.
• Act as the primary stakeholder with Harvard Library Building Operations on facilities matters, including capital projects, security systems, infrastructure, maintenance and repairs, workspace changes, emergency preparedness and response, and risk management.
• Collaborate with Building Operations to maintain appropriate facilities and security, particularly for high-value collections.
• Serve as facilities liaison and communicate and coordinate facilities-related work with library staff.

Benefits

• Generous paid time off, including parental leave.
• Medical, dental, and vision 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Director