Director of Operations and Finance

07-Feb-2025

Director of Operations and Finance

Harvard College Library

67801BR

Job Summary

Although this position will remain posted until filled, applicants are strongly encouraged to apply by the end of the day on March 5, 2025.

The Director of Operations and Finance (DOF) serves as the primary lead for financial administration, facilities, human resources, technology support, and other areas vital for the operational and strategic success of Scholarly Resources and Services (SRS) a unit within Harvard Library consisting of the following departments: Services for Academic Programs, Creative Technologies, Digital Scholarship, Humanities and Social Sciences Collection Development, Judaica Division, Public Engagement, Open Scholarship and Research Data Services, Preservation Services, the Maps Collection, and libraries: Science and Engineering Complex Library, Botany Libraries, Cabot Science Library, Ernst Mayr Library, Harvard-Yenching Library, Tozzer Library, and programs in Lamont and Widener Libraries.  The DOF reports to the Associate University Librarian (AUL) for Scholarly Resources and Services, who leads and manages this portfolio that includes more than 150 staff members and an annual budget of ~$62 million. This role supports the AUL for Scholarly Resources and Services units with strategic and annual planning, internal communications, project management, and SRS community engagement. This position serves as the chief liaison to Harvard Library Administration as well as campus administrative units and ensures SRS administration and staff understand, utilize, and comply with library and university policies, procedures, and protocols.  The DOF plays a critical role in a dynamic and changing library environment dedicated to building, stewarding, and making accessible incomparable collections related to global humanities and social sciences in over 400 languages, available to the Harvard community and worldwide scholarly public. Additionally, SRS includes core reference, teaching, and research services to FAS students and faculty as well as a new program in public engagement.

Position Description

Financial Management

• Responsible for annual budgeting and long-range forecasting and planning, fund management, and expense management for acquisitions, salaries, facilities, and general operations. Works with SRS leadership, managers, and librarians and with Harvard Library Administration and Finance staff to develop and manage budgets. 
• Manages procurement functions within SRS of Harvard Library, including the submissions and review/approval of all payment requests though University procurement systems and tools, such as Harvard Buy2Pay and University purchasing cards. Responsible for department abiding by all Harvard University financial policies relating to travel, University card usage, and independent contractors, and flagging potential compliance issues around restricted fund use and contracts.     
• Ensure responsible financial management, tracking expenses, and following Harvard University’s financial policies, procedures, and protocols. In partnership with HL Finance, ensure accountability and compliance with fiduciary requirements.

Human Resources Management

• Responsible for effective staff management, including hiring and orientation, training and development, workflow and performance management, and the promotion of an inclusive and innovative work environment.
• In partnership with hiring manager and HL Human Resources, facilitates human resources related activities including recruitment, position review/classification, creation of new positions, temporary workers, student employees, performance management, and professional development.
• Works closely with Harvard Library Human Resources and Administrative Operations and hiring managers on inclusive new hire onboarding processes.  In conjunction with the AUL for Scholarly Resources and Services, coordinates the onboarding and orientation for new members of the senior team.
• Partners with managers, HUIT Field tech, and HUIT AM to align best practices of the offboarding process and ensure a smooth employee departure and knowledge transfer. Provides guidance to managers on the Harvard Library offboarding process.

Facilities Management

• Coordinates with Harvard Library Building Operations to be a key stakeholder in all aspects of the SRS libraries and facilities, including capital project planning and execution, security systems, staffing, and infrastructure, ongoing maintenance and repairs, custodial and mail services, movement of staff workstations or requests for staff workspace improvements emergency preparedness and response, and risk management.
• Serves as Facilities liaison and is responsible for communicating and coordinating facilities related work with library staff. Coordinates and communicates needs for units located in other Faculty of Arts and Sciences (FAS) managed buildings including Services for Academic Programs, Humanities and Social Sciences Collection Development, Judaica Division, Open Scholarship and Research Data Services, Preservation Services, and libraries: Science and Engineering Complex Library, Botany Libraries, Cabot Science Library, Ernst Mayr Library, Harvard-Yenching Library, and Tozzer Library.

**Continues under Additional Information** 

Basic Qualifications

• Bachelor’s degree required.
• A minimum of 8 years of experience with an increasing level of responsibility and relevant experience directly supporting senior administrators, or equivalent education and experience. 
• Experience in managing financial transactions and budgets, including forecasting, planning, and analysis.
• Previous supervisory experience.

Additional Qualifications and Skills

• Demonstrated commitment to inclusion and belonging in library, university, and professional contexts.
• Ability to work and make decisions independently and to anticipate needs of department, teams, and senior leadership.
• Excellent analytical, verbal, and written communication skills along with a high level of diplomacy, organizational savvy, discretion, and problem-solving ability.
• Proven success in developing collaborative relationships with a range of stakeholders at varied levels.
• Self-motivated and resourceful in identifying and implementing innovative solutions to address challenges and opportunities.
• High level of comfort with ambiguity and ability to thrive in a fast-paced work environment where demands may need to be prioritized frequently.
• Outstanding customer service orientation and follow-through.
• Manages sensitive and confidential information exercising good judgment and discretion.
• Exhibits deep sense of responsibility toward the organization and possesses ability to function as both a member and leader of teams. 
• Demonstrates compassion and willingness to listen and share constructive feedback.
• A strong understanding of multiple funding sources within a university setting, including gifts, endowments, and sponsored research.  
• Must possess the ability and willingness to become proficient with a variety of financial software products and web-based applications. Familiarity with Harvard and FAS systems, policies, and protocols preferred.
• Must possess the ability and willingness to become knowledgeable of and proficient with the systems, policies, and facilities related to operating a building with significant security and preservation imperatives.
• Experience working in and an orientation to the mission of libraries preferred. 
• Advanced degree in non-profit or business administration or related field preferred. 

Physical Requirements

• Must be able to move about inside the library to access books, office machinery, files, etc.
• Must be able to constantly position self to maintain files in file cabinets.
• Must be able to remain in a stationary position 50% of the time.

Working Conditions

• The position will be based on our campus in Cambridge, MA with an opportunity for a flexible or hybrid schedule, following the 90-day onboarding period, compliant with Harvard University remote work policies (this would be a minimum of 2 days onsite, in accordance with business needs). 
• The work associated with this position is performed in a library/office setting and may interact with collections that may contain dust, mold, or other contaminants.

Additional Information

**Continued from Job Specific Responsibilities**

IT management

• Serves as IT Liaison for SRS, acting as a bridge between staff and Harvard University Information Technology (HUIT) desktop for support, computer refresh program, classroom technology, and escalating issues to the appropriate contact within HUIT as needed. Manages the equipment and refresh processes for SRS and partners closely with managers to understand staff equipment and technology needs.
• In collaboration with Harvard Library Administrative Operations works to understand technological needs of SRS staff and libraries, and partners to streamline operational processes across SAP departments and libraries including information technology usage, improvements, and new systems rollout. Plans both current and long-term needs ensuring budget alignment.
• Represents departments in the HUIT-Library Council, attends quarterly meetings and contributes to the ongoing efforts to disseminate IT best practices, share information, and problem-solve on business needs/systems enhancements and roll outs. Works closely with Admin Ops, HUIT Field tech, and HUIT Deployment teams to ensure equipment inventories are accurate and up to date and refreshed in a timely manner.

Administrative leadership

• Manages administrative functions within the Scholarly Resources and Services (SRS) of Harvard Library and assists AUL with leadership and administration across this portfolio. This work includes strategic and annual planning, project management, intentional communication, organizational culture development, and professional development.
• Participates in development activities as necessary, including researching fund donors, coordinating events and other fundraising activities, and participating in grant administration.
• Serves as a member and helps to coordinate the work of the SRS Leadership Team, and other library committees and groups as necessary. 
• Facilitates internal communication between SRS Senior Management Team and staff; maintains library policy documentation via SharePoint, wikis and other collaboration tools; and holds responsibility for local compliance with University records, policies and procedures for SRS units.  

SUPERVISORY RESPONSIBILITIES:

• Provides direct supervision of a team of administrative coordinator roles and indirect supervision of others.
• Provides direct supervision of and/or coordination with other staff within the SRS portfolio performing administrative functions.
• Responsible for developing team culture and goals, performance management, and ensuring compliance with administrative and financial policies. 

**Typically, a new hire can expect a starting salary somewhere in the lower part of the range. The amount will vary based on the position and the candidate’s relevant experience.**

Work Format Details

This is a hybrid position that is based in Massachusetts. Additional details will be discussed during the interview process. All remote work must be performed within one of the Harvard Registered Payroll States, which currently includes Massachusetts, Connecticut, Maine, New Hampshire, Rhode Island, Vermont, Georgia, Illinois, Maryland, New Jersey, New York, Virginia, Washington, and California (CA for exempt positions only). 

Benefits

We invite you to visit Harvard's Total Rewards website (https://hr.harvard.edu/totalrewards) to learn more about our outstanding benefits package, which may include:

• Paid Time Off: 3-4 weeks of accrued vacation time per year (3 weeks for support staff and 4 weeks for administrative/professional staff), 12 accrued sick days per year, 12.5 holidays plus a Winter Recess in December/January, 3 personal days per year (prorated based on date of hire), and up to 12 weeks of paid leave for new parents who are primary care givers.
• Health and Welfare: Comprehensive medical, dental, and vision benefits, disability and life insurance programs, along with voluntary benefits. Most coverage begins as of your start date.
• Work/Life and Wellness: Child and elder/adult care resources including on campus childcare centers, Employee Assistance Program, and wellness programs related to stress management, nutrition, meditation, and more.
• Retirement: University-funded retirement plan with contributions from 5% to 15% of eligible compensation, based on age and earnings with full vesting after 3 years of service.
• Tuition Assistance Program: Competitive program including $40 per class at the Harvard Extension School and reduced tuition through other participating Harvard graduate schools.
• Tuition Reimbursement: Program that provides 75% to 90% reimbursement up to $5,250 per calendar year for eligible courses taken at other accredited institutions.
• Professional Development: Programs and classes at little or no cost, including through the Harvard Center for Workplace Development and LinkedIn Learning.
• Commuting and Transportation: Various commuter options handled through the Parking Office, including discounted parking, half-priced public transportation passes and pre-tax transit passes, biking benefits, and more.
• Harvard Facilities Access, Discounts and Perks: Access to Harvard athletic and fitness facilities, libraries, campus events, credit union, and more, as well as discounts to various types of services (legal, financial, etc.) and cultural and leisure activities throughout metro-Boston.

Job Function

General Administration

Department Office Location

USA - MA - Cambridge

Job Code

361059 Administrative Manager

Work Format

Hybrid (partially on-site, partially remote)

Sub-Unit

------------

Salary Grade

059

Department

Office of the Librarian

Annual Salary Range

$ 102,300- $179,100

Union

00 - Non Union, Exempt or Temporary

Time Status

Full-time

Pre-Employment Screening

Criminal, Education, Identity

Commitment to Equity, Diversity, Inclusion, and Belonging

Across the Harvard Library, our work is enriched by our diverse campus community. Our unique and wide-ranging abilities, experiences, and perspectives are integral to achieving Harvard University’s mission of excellence in research, teaching, and learning for our patrons, our collections, and our workplace. We believe that an inclusive environment that cultivates and promotes understanding, respect, and collaboration across our diverse workforce enables our success. 
 
We invite individuals with diverse backgrounds, experiences and abilities to be a part of our community of over 700 staff members. Our work with faculty, students and researchers to explore answers to intellectual questions, enduring and new, and to seek solutions to the world’s most consequential problems, requires that we not only reflect, but also champion our diverse society. 
 
Harvard Library inspires collaboration, reflection, experimentation, and discovery connecting users to related disciplines and to University-wide teaching resources. The Library engages users through curated discovery, digital collections, reimagined physical space, and specialized research support.  Today, Harvard Library’s holdings range from traditional print collections to rapidly expanding access to digital resources. Harvard Library provides the University's faculty, students, and researchers—now and in the future—with exceptional experiences and comprehensive access to these materials. 
 
Learn more about our contributions to the academic enterprise by visiting us at http://library.harvard.edu and about the Harvard University community at http://hr.harvard.edu/why-harvard. 
 
The Harvard Library is a proud member of the Association of College & Research Libraries (ACRL) Diversity Alliance.  

EEO Statement

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, gender identity, sexual orientation, pregnancy and pregnancy-related conditions, or any other characteristic protected by law.

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