Director of Business Operations

Harvard University • Cambridge, MA

5d • 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 administration. The role provides overall business operations leadership and direct management for financial administration, facilities, human resources, and other functions essential to Harvard Library’s operational and strategic success.

The initial focus is the Archives and Special Collections portfolio, supporting the Associate University Librarian for Archives and Special Collections and the Florence Fearrington Librarian of Houghton Library. This portfolio includes more than 80 staff members, an annual budget of approximately $26 million, and facilities requiring strong preservation and collections-security practices. The role supports strategic and annual financial planning, budget management, human resources, internal communications, project management, and staff community building. Over time, responsibilities are expected to expand to business-strategy support across Harvard Library senior leadership, with the goal of implementing an equitable business infrastructure across the organization.

The position is based on the Harvard campus in Cambridge, Massachusetts. After a 90-day onboarding period, a flexible or hybrid schedule may be available under Harvard’s remote-work policies, with at least three days onsite and additional onsite work as business needs require. The role has a 90-day orientation and review period, and pre-employment screening is required.

Requirements

• Bachelor’s degree.
• At least 8 years of progressively responsible 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, with 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 solutions to challenges and opportunities.
• Comfort with ambiguity and ability to thrive in a fast-paced environment where priorities may change frequently.
• Strong customer-service orientation and follow-through.
• Ability to manage sensitive and confidential information with sound judgment and discretion.
• A strong sense of responsibility toward the organization and ability to function as both a team member and team leader.
• Compassion and willingness to listen and share constructive feedback.
• Strong understanding of multiple funding sources in a university setting, including gifts, endowments, and sponsored research.
• Ability and willingness to become proficient with a variety of financial software products and web-based applications.
• Ability and willingness to become knowledgeable and proficient in systems, policies, and facilities related to operating buildings with significant security and preservation requirements.

Nice To Haves

• Familiarity with Harvard and FAS systems, policies, and protocols.
• Experience working in libraries 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 serving Harvard Library units.
• Facilitate a collaborative and transparent review of library-wide business functions, including human resources, finance, accounting, and building operations.
• Participate in or lead planning efforts 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 leadership teams and other library groups.
• Maintain policy documentation using SharePoint, wikis, and other collaboration tools, and oversee local compliance with university records, policies, and procedures.
• Lead annual budgeting, long-term financial sustainability, forecasting, 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 tradeoffs associated with financial decisions.
• Ensure responsible financial management and reporting in accordance with Harvard University financial policies, procedures, and protocols; partner with Harvard Library Finance to ensure fiduciary accountability and compliance.
• Partner with the CAO and hiring managers to manage staffing exception requests requiring committee approval, coordinating with finance and human resources partners to secure funding and complete approval processes.
• Oversee local human-resources requests, including recruitment, position documentation and classification, new positions, temporary workers, student employees, performance management, and professional development.
• Coordinate onboarding and orientation for new senior-team members.
• Collaborate with Human Resources and leaders to improve Harvard Library’s student employment program, including workforce planning, hiring requests, onboarding, training, safety, payroll, and offboarding; develop best practices and lead 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.
• Serve as the primary stakeholder with Harvard Library Building Operations on facilities matters, including capital projects, security systems, infrastructure, maintenance, repairs, workspace changes, emergency preparedness and response, and risk management.
• Collaborate with Building Operations to support appropriate facilities and security, with particular attention to high-value collections at Houghton Library, Harvard University Archives, Harvard-Yenching Library, Harvard Film Archive, and other repositories.
• Act 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