Director of Business Operations

Job Description

**Although the position will remain posted until filled, applicants are strongly encouraged to apply by the end of the day on Monday, November 16, 2026.**

Job Summary:

Reporting to the Chief of Administrative Operations (CAO) for Harvard Library, and working closely with the Senior Director of Financial Planning and Analysis, Controller, Senior Director of Human Resources, Director of Building Operations, and Senior Director of Administrative Operations, this role will provide overall business operations leadership and direct management for financial administration, facilities, human resources, and other areas vital for the operational and strategic success of Harvard Library (CADM and FAS).

This role will lead and execute key Harvard Library wide initiatives and projects for the Chief of Administrative Operations and manage complex business operations.  The initial focus is the archives and special collections portfolio reporting to the Associate University Librarian (AUL) for Archives and Special Collections and Florence Fearrington Librarian of Houghton Library, which includes more than 80 staff members, a complex annual budget of ~$26 million, and a facilities environment requiring optimal preservation and collections security for many of Harvard Library’s most valuable holdings, particularly those held in Houghton Library, the Harvard University Archives, Harvard-Yenching Library, and the Harvard Film Archive.This role supports the AUL and subunits with human resources needs, strategic and annual financial planning, budget management, internal communications, project management, and staff community building. Over time, the position will expand responsibilities to provide high level business strategy support across Harvard Library senior leadership, with the goal of implementing an equitable business infrastructure across the organization.

DUTIES AND RESPONSIBILITIES

Administrative Structure

• Creates, evaluates, builds, and implements an equitable business infrastructure that serves the needs of all Harvard Library Units
  • Facilitate a collaborative and transparent process to review the overall business functions across Harvard Library with a goal to create a sustainable system where HR, Finance, Accounting, and Building Operations is equitable to all parts of the library organization.
• Frequently participates and/or provide leadership in Harvard, FAS or Harvard Library wide planning efforts related to space and capital plans, institutional risk management, and local emergency management (in collaboration with business continuity and LEMT sponsors), and other strategic and operational areas.
  • Manages business strategy functions within the CAO and other leadership portfolios and assists with leadership and administration. This work includes strategic and annual planning, project management, intentional communication, organizational culture development, and professional development.

• Serves as a member and helps to coordinate the work of CAO other leadership teams, and other library groups and groups as necessary. 
• Maintains library policy documentation via SharePoint, wikis and other collaboration tools; and holds responsibility for local compliance with university records, policies and procedures across the CAO and other leadership portfolios.

Financial Management

• Responsible for annual budgeting, long-term financial sustainability, and long-range forecasting and planning, fund management, and expense management for acquisitions, salaries, facilities, and general operations. Works with leaders, managers, and librarians and with Harvard Library Administration and Finance staff to develop and manage budgets.
• Properly advise of the financial risks as well as opportunities, providing the tradeoffs of certain financial decisions.     
• Ensure responsible financial management and reporting 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

• In partnership with the CAO, and hiring managers, manage the staffing exception requests needed to gain Committee approval to hire LHTs, terms, students, and Regular full-time staff.  This requires collaboration with Finance partners to ensure appropriate and sufficient funding is secured, as well as collaboration with Human Resource partners for the Committee approval process. 
  • Act as a strategic thought partner to oversee local requests for human resources related activities including recruitment, position description documentation, review/classification, creation of new positions, temporary workers, student employees, performance management, and professional development.
• Coordinates the onboarding and orientation for new members of the senior teams.
• Collaborate closely with Human Resources and key leaders on a student employment program across Harvard Library.  With a large student employee population and a related union, Harvard Undergraduate Worker Union (HUWU), there is a significant need to enhance our student workforce planning, employment request, hiring, onboarding, training, safety, payroll, offboarding processes, to name a few.  The focus will be on developing best practices, including leading a community of practice for supervisors of student employees.
• In concert with Human Resources, contribute to constructive labor relations.”

Facilities Management

• Serve as lead for capital and space operations for Harvard Library and serve as point person for Harvard Library Building Operations and the FAS Office of Physical Resources and Planning (OPRP).

• Serve as the primary stakeholder with Harvard Library Building Operations in all aspects of the libraries and facilities, including capital project planning and execution, security systems, and infrastructure, ongoing maintenance and repairs, movement of staff workstations or requests for staff workspace improvements emergency preparedness and response, and risk management.
• Collaborates with Building Operations to ensure optimal facilities and security environment. A specific focus will be on the high value collections housed in Houghton Library, Harvard University Archives, Harvard-Yenching Library, Harvard Film Archive, and other repositories.
• Serves as Facilities liaison and is responsible for communicating and coordinating facilities related work with library staff.

Level of Flexibility: 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 3 days onsite, and in accordance with business needs).

Qualifications

A cover letter is recommended. 

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:

• 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. 

Additional Information

Physical Requirements: The physical demands described here are representative of those that must be met to successfully perform the essential functions of this job.

• 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.

Work Environment: 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.

Other Information: 

• This position has a 90-day orientation and review period.
• Pre-Employment screening required.

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.

Salary Grade: 060