Operations Coordinator, Harvard Innovation Labs

Harvard University • Boston, MA

10d • Hybrid

About The Position

The Operations Coordinator manages key elements of the daily operations of the Harvard Innovation Labs, with a primary focus on event planning and management, operational systems, facilities coordination, and community engagement. The role independently manages a diverse portfolio of events and operational initiatives, partnering closely with the Assistant Director, Events & Operations and the Senior Manager, Operations to deliver a high-quality experience for students, alumni, faculty, staff, and external partners. The Coordinator reports to the Assistant Director, Events & Operations.

Working across the Harvard Innovation Labs ecosystem, the Coordinator serves as an operational partner to university departments, vendors, and community stakeholders. The position calls for strong judgment, organizational skills, and the ability to balance multiple priorities while improving processes, systems, documentation, and workflows. The role is based on a Boston campus and is hybrid, with staff expected to be onsite at least three days per week. The schedule is 35 hours per week and is overtime eligible.

Requirements

• High school diploma, GED, or equivalent.
• At least 5 years of experience in administrative support roles; education beyond high school may count toward experience.
• Experience with Microsoft Word, Excel, PowerPoint, and Outlook.
• Experience managing multiple complex projects or events simultaneously while balancing priorities and deadlines.
• Experience providing strong customer service to internal and external constituents.
• Strong written and verbal communication skills.
• Ability to work independently and as part of a team.
• Ability to work in a collaborative, fast-paced, deadline-driven environment while maintaining attention to detail.
• Strong organization, proactiveness, and problem-solving skills.
• Ability to exercise sound judgment, anticipate operational challenges, and recommend practical solutions.
• Comfort learning and using university and business technology systems, including project management, event management, CRM, facilities management, visitor management, survey, and database platforms.

Nice To Haves

• Bachelor's degree preferred.
• Experience in event management, operations, project coordination, administrative support, or related customer service-oriented roles with increasing responsibility.
• Experience collaborating across stakeholders, including faculty, staff, vendors, and external partners.
• Authentic interest in education and the startup, innovation, or venture ecosystem.

Responsibilities

• Lead operational execution of a diverse portfolio of events, managing event logistics from planning through execution and post-event evaluation.
• Work with program leads and the Assistant Director to translate program goals into operational plans for new or evolving events, and independently execute established programs.
• Develop event timelines, operational plans, and staffing strategies for workshops, community events, VIP meetings, and signature programs.
• Coordinate event logistics, including facilities, catering, audiovisual needs, security, registration, parking, and vendors.
• Lead event operations, resolve issues, and ensure a high-quality participant experience, including by delegating work to event staff while maintaining accountability for outcomes.
• Maintain and improve operational systems supporting event planning, facilities management, team collaboration, and consistent execution.
• Develop documentation, templates, and standard operating procedures; identify workflow improvements and recommend process enhancements.
• Maintain accurate event records, project documentation, and operational reporting; support adoption of new tools and processes.
• Build relationships with vendors, university departments, faculty, speakers, community partners, and internal stakeholders; serve as the primary operational contact for assigned vendors and event partners.
• Coordinate logistics across stakeholders, recommend vendors and operational solutions, and provide customer service to speakers, guests, partners, and visitors.
• Support financial planning and resource management for assigned events, make purchasing decisions within established guidelines, track and reconcile expenses, recommend cost-effective solutions, and maintain financial records.
• Coordinate room scheduling, event setup, operational readiness, and resources for shared spaces, classrooms, conference rooms, and signature event spaces.
• Support welcoming, functional, and well-organized environments in partnership with internal teams.
• Support onboarding and training of student workers, interns, or new staff by sharing operational knowledge and best practices.
• Contribute to projects that strengthen operational effectiveness and community engagement.
• Support staff recruitment by coordinating with applicants, scheduling, and preparing feedback surveys; assist with Staff Survey deployment and analytics.
• Lead morale and internal engagement activities, such as holiday treats, birthday and farewell cards, and team celebrations.
• Build trust and collaboration by being present onsite and engaging directly with colleagues and constituents.
• Perform other duties as assigned.

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: Mid Level
• Education Level: High school or GED