Senior Administrative Operations Coordinator

Company DescriptionBy 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/aboutWe 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 DescriptionThe Senior Administrative Operations Coordinator serves as the primary administrator for logistical support for events, programs, and initiatives, and employee onboarding activities, helping ensure consistent administrative operations and service delivery across the HUIT Administration team. This role serves as the operational hub for the Administration team by coordinating executive support coverage, establishing administrative best practices, supporting employee onboarding initiatives, and managing the administrative logistics that enable leaders and program owners to focus on higher-value strategic work.The Senior Administrative Operations Coordinator works independently, exercises sound judgment, and collaborates across HUIT to improve consistency, efficiency, and service delivery. While this position does not have formal supervisory responsibility, it provides day-to-day coordination and guidance to the executive support team.Job-Specific Responsibilities: Executive Support Coordination (30%)Coordinate weekly Executive Assistant/Coordinator meetings.Coordinate executive support coverage across the team.Identify and implement administrative best practices.Support onboarding and training of new administrative staff.Provide day-to-day guidance and coordination for executive support staff.Serve as primary backup support during coverage gaps.Administrative Operations & Onboarding (30%)Coordinate the employee onboarding experience for Harvard payroll hires.Coordinate buddy assignments, welcome communications, gift distribution, and onboarding resources.Support workforce administration activities as assigned.Maintain administrative documentation, intranet content, and standard operating procedures.Program & Administrative Coordination (30%)Coordinate logistics for HUIT-wide and Harvard IT learning and engagement programs.Manage invitations, registrations, calendars, Zoom logistics, and event communications.Coordinate meeting materials and administrative follow-up.Maintain program resources and communications.Provide administrative coordination in support of other Administration initiatives.Operational Improvement (10%)Identify opportunities to improve administrative processes and workflows and recommend opportunities to simplify, standardize, or automate recurring administrative work. Maintain and update documentation, procedures, and administrative resources to support operational consistency.Success MeasuresExecutive support coverage is proactive, coordinated, and sustainable.Administrative standards and documentation are current and consistently applied.Employee onboarding experiences are timely, coordinated, and welcoming.Program logistics are executed consistently with minimal oversight.Administrative processes continue to become more efficient through documentation, technology, and continuous improvement.QualificationsBasic Qualifications:Basic Qualifications are the minimum threshold a candidate must meet in order to be considered for this role.Minimum five years of progressively responsible administrative experience. Experience supporting senior leaders and coordinating complex initiatives. Demonstrated ability to coordinate multiple priorities while maintaining exceptional attention to detail. Strong organizational, written, and interpersonal communication skills. Demonstrated ability to build collaborative working relationships across a matrixed organization.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. Experience developing administrative processes, documentation, or operational improvements. Experience planning meetings, events, or organizational programs.Additional InformationHybrid: A minimum of 2 days a week onsiteVisa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this positionPre-Employment Screening: IdentityOther Information: Please provide a cover letter and resume as one document with your application. This position has a 180-day orientation and review period.#LI-BT1Work Format DetailsThis 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 RangesThis position is salary grade level 057. Please visit  Harvard's Salary Ranges  to view the corresponding salary range and related information. BenefitsHarvard 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 StatementHarvard 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.SummaryType: Full-timeFunction: AdministrativeExperience level: Not ApplicableIndustry: Higher Education