Director of Business Operations

Harvard University • Cambridge, MA

7h • 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 financial planning and analysis, human resources, building operations, and administrative operations. The role provides business operations leadership and management for financial administration, facilities, human resources, and other functions supporting Harvard Library’s operational and strategic success.

The position leads Harvard Library-wide initiatives and manages complex operations. Initially, it 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. That portfolio includes more than 80 staff members, an annual budget of approximately $26 million, and facilities requiring strong preservation and security practices for valuable collections. The Director supports the portfolio and its subunits with human resources, financial planning and budget management, internal communications, project management, and staff community building. Over time, the role will expand to provide business strategy support across Harvard Library senior leadership and help implement 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, with a minimum of three days onsite and subject to business needs and University remote-work policies. 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, 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, along 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 innovative solutions.
• Comfort with ambiguity and ability to thrive in a fast-paced environment where priorities may frequently change.
• Strong customer service orientation and follow-through.
• Ability to manage sensitive and confidential information with sound judgment and discretion.
• Sense of responsibility toward the organization and ability to function as both a team member and 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 a building with significant security and preservation requirements.
• Ability to move about inside the library to access books, office machinery, and files; constantly position oneself to maintain files in cabinets; and remain stationary for 50% of the time.

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 Harvard Library business functions to develop a sustainable and equitable system for human resources, finance, accounting, and building operations.
• Participate in or lead University-, FAS-, and Harvard Library-wide planning related to space and capital plans, institutional risk management, local 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 the CAO and other leadership teams and library groups.
• Maintain library policy documentation using SharePoint, wikis, and other collaboration tools, and oversee local compliance with University records, policies, and procedures across assigned portfolios.
• Manage annual budgeting, long-term financial sustainability, forecasting and planning, fund management, and expenses 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, opportunities, and 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 and Committee approvals for LHTs, term employees, students, and regular full-time staff, coordinating with Finance and Human Resources to confirm funding and complete approval processes.
• Oversee local human resources requests and activities, including 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 on a Harvard Library student employment program, improving workforce planning, requests, hiring, onboarding, training, safety, payroll, and offboarding; develop best practices and lead a supervisor community of practice.
• Work with Human Resources to develop approaches to HUCTW issues.
• 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 library facilities, including capital project planning and execution, security systems, infrastructure, maintenance and repairs, workspace moves and improvements, emergency preparedness and response, and risk management.
• Collaborate with Building Operations to support optimal facilities and security, with particular attention to high-value collections in Houghton Library, Harvard University Archives, Harvard-Yenching Library, Harvard Film Archive, and other repositories.
• 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