Chief of Staff to the University Chief Information Officer

Job Description

Job Description

Company Description

By working at Harvard University, you join a vibrant community that advances Harvard's world-changing mission in meaningful ways, inspires innovation and collaboration, and builds skills and expertise. We are dedicated to creating a diverse and welcoming environment where everyone can thrive. 

Why join Harvard University Central Administration? 

Harvard University's Central Administration (CADM) is a 5,000+ employee organization that supports the university's overall excellence by understanding and serving the needs of its schools, students, faculty, staff, alumni, and surrounding communities. Through dynamic and collaborative partnerships, CADM provides high-quality and efficient services to the schools to help them achieve their goals. 

Harvard University Information Technology (HUIT) is a community of Information Technology professionals committed to understanding our users and devoted to making it easier for faculty, students, and staff to teach, research, learn, and work through the effective use of information technology.  We are recruiting an IT workforce that has both breadth in their ability to collaborate and innovate across disciplines – and depth in specific areas of expertise.  HUIT offers opportunities for IT professionals to learn and work in a unique technology landscape and service-focused environment.  If you are a technically proficient, nimble, user-focused and accountable IT professional who also connects with the importance of collaborating well in a team environment we are looking for you!

More About HUIT: 

Our Mission: huit.harvard.edu/about

We empower the Harvard community with essential and transformative technologies to advance education, knowledge, and discovery. 

HUIT’s core values are:

• Human-centered

• University-focused 

• Innovation-driven 

• Team-oriented 

IT Academy (designed for IT Staff): 

HUIT’s IT Academy aims to enable each IT staff person to grow professionally and become a trusted partner to her or his team. The IT Academy is built on the belief that every IT staff member across the University (including technology employees at each school and campus) can grow in her or his area of expertise as well as building strong people and project management skills. Learn more here:

Job Description

The Chief of Staff (COS) is a thought partner to the Vice President and University Chief Information Officer/Vice President of Harvard University Information Technology (VP & UCIO) and a senior member of the Office of the VP & UCIO. The COS develops and maintains a close working relationship with the VP & UCIO and with stakeholders internal and external to Harvard University Information Technology (HUIT) to advance the VP & UCIO’s priorities. Reporting directly to the VP & UCIO, the COS serves as connective tissue across the organization, strengthening coordination, information flow, and follow-through.

The COS supports daily, mid-term, and long-term activities and projects that advance the VP & UCIO’s agenda, helping to keep priorities and commitments on track. The role synthesizes information, identifies issues requiring leadership attention, and supports coordinated action on high-priority initiatives. Areas of focus will evolve over time. The COS builds and maintains close relationships and ongoing contact with the HUIT Senior Leadership Team (SLT).

Job-Specific Responsibilities:

Advance and support VP & UCIO priorities: The COS anticipates needs, synthesizes information, and identifies gaps, emerging issues, and areas requiring leadership attention.

• Areas of focus will change as the VP & UCIO’s agenda, priorities, and opportunities evolve.
• Track decisions, commitments, dependencies, and results, and ensure timely information flow to and from the Office of the VP & UCIO.
• In collaboration with HUIT communications staff and other subject-matter experts, conduct research and prepare briefings, presentations, documents, talking points, and other executive materials for the VP & UCIO.

Perform complex duties on behalf of the VP & UCIO: Provide executive preparation and, as requested and within delegated authority, represent the VP & UCIO in selected meetings, committees, or calls.

• Facilitate resolution of matters requiring the VP & UCIO’s attention by clarifying issues, engaging the appropriate leaders, and coordinating follow-through.
• Develop and coordinate agendas, background materials, and follow-up for key committee, leadership, and staff meetings.
• In partnership with the VP & UCIO’s Executive Assistant, help ensure that the VP & UCIO’s time and engagements align with stated priorities; scheduling and calendar administration remain the responsibility of the Executive Assistant.

Cross-HUIT coordination: Communicate the VP & UCIO’s priorities and work closely with the SLT and teams across HUIT to support alignment, coordinated action, and timely follow-through.

• Work with HUIT staff and the Executive Assistant to ensure the VP & UCIO is well prepared for key meetings, decisions, and engagements.
• Support the effective and timely delivery of key events and high-priority initiatives, particularly those requiring coordination across organizational boundaries.
• Provide or coordinate the advance work required for the VP & UCIO’s upcoming meetings, presentations, and institutional engagements.
• Maintain close contact with SLT and CIO Council members and other key stakeholders, monitor progress on shared priorities and commitments, and support reporting that enables timely information flow into and out of the Office of the VP & UCIO. As requested, attend selected one-on-one or leadership meetings and coordinate the delivery of key projects, materials, and outcomes to a high standard of quality.
• Support HUIT’s organization-wide goal setting and portfolio coordination processes, monitor progress toward agreed goals, and surface risks, dependencies, and decisions requiring leadership attention.

Job Requirements

• Responds to time-sensitive and/or urgent situations, which requires 24/7 availability during crisis situations, and must balance the daily work against the broader portfolio of project work.

 

Qualifications

Basic Qualifications:

Basic Qualifications are the minimum threshold a candidate must meet in order to be considered for this role.

• Bachelor’s degree and a minimum of eight years of progressively responsible experience in executive communications, stakeholder engagement, project or portfolio coordination, or related work in a complex organization. Experience supporting senior executives is required.
• Demonstrated experience coordinating complex, cross-organizational initiatives in a highly matrixed, fast-paced environment.

Additional Qualifications and Skills:

The following qualifications are strongly preferred. If you meet some, but not all, you are still encouraged to apply; we value employees with a willingness to learn. 

• Harvard experience, strongly preferred
• Commitment to excellence in work products and executive materials.
• Prior experience as a Chief of Staff or in a comparable role is preferred.
• Prior experience at Harvard University, in higher education, or in another large, decentralized institution is preferred.
• Ability to manage multiple, diverse assignments and projects simultaneously; engage diverse constituencies diplomatically; exercise sound judgment and discretion; and synthesize complex issues for senior leaders.
• Excellent verbal and written communication skills, including demonstrated experience developing clear, concise materials for executive audiences.
• Strong project and portfolio coordination skills, with the ability to establish practical structures for tracking decisions, commitments, dependencies, and follow-through.
• Proven attention to detail and ability to balance multiple simultaneous projects and changing priorities.
• Proven commitment to maintaining the highest ethical and professional standards; professional integrity above reproach.
• Ability to learn and synthesize technology-related issues sufficiently to coordinate input and prepare executive materials; deep subject-matter expertise in individual technology domains is not required.
• Demonstrated ability to build trusted relationships and work effectively across organizational boundaries to achieve shared goals.
• Demonstrated ability to influence without direct authority and to partner effectively with executive support, communications, and operational colleagues.

Certificates and Licenses: 

• Completion of Harvard IT Academy specified foundational courses (or external equivalent) preferred. 

Additional Information

• Working Conditions: Onsite work is performed in an office setting. 
• Hybrid - 3 days on-site (and others as business needs require). Details to be discussed during the interview process
• Visa Sponsorship Information:  Harvard University is unable to provide visa sponsorship for this position
• Pre-Employment Screening: Criminal, Education
• Other Information:
  Please provide a cover letter and resume as one document with your application.
  This position has a 180-day orientation and review period.
  
  
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Work Format Details

This position has been determined by school or unit leaders that some of the duties and responsibilities can be effectively performed at a non-Harvard location. The work schedule and location will be set by the department at its discretion and based upon operational needs. When not working at a Harvard or Harvard-designated location, employees in hybrid positions must work in a Harvard registered state in compliance with the University’s Policy on Employment Outside of Massachusetts. Additional details will be discussed during the interview process. Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

Salary Grade and Ranges

This position is salary grade level 060. Please visit  Harvard's Salary Ranges  to view the corresponding salary range and related information. 

Benefits

Harvard offers a comprehensive benefits package that is designed to support a healthy work-life balance and your physical, mental and financial wellbeing. Because here, you are what matters. Our benefits include, but are not limited to: 

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

Learn more about these and additional benefits on our Benefits & Wellbeing Page. 

EEO/Non-Discrimination Commitment Statement

Harvard University is committed to equal opportunity and non-discrimination. We seek talent from all parts of society and the world, and we strive to ensure everyone at Harvard thrives. Our differences help our community advance Harvard's academic purposes.

Harvard has an equal employment opportunity policy that outlines our commitment to prohibiting discrimination on the basis of race, ethnicity, color, national origin, sex, sexual orientation, gender identity, veteran status, religion, disability, or any other characteristic protected by law or identified in the university's non-discrimination policy. Harvard's equal employment opportunity policy and non-discrimination policy help all community members participate fully in work and campus life free from harassment and discrimination.