Operations Coordinator

Job Description

Job Summary:

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

Working collaboratively across the Harvard Innovation Labs ecosystem, the Coordinator serves as a primary operational partner for HIL, university departments, vendors, and community stakeholders. The role requires strong judgment, exceptional organizational skills, and the ability to balance multiple priorities while identifying opportunities to improve processes, strengthen operational systems, and enhance the overall participant experience. In addition to executing complex day-to-day operations, the Coordinator contributes to the continuous improvement of team practices, documentation, and workflows that support the long-term success and scalability of the Operations teams’ work across the i-lab.

The Coordinator reports to the Assistant Director, Events & Operations.

Please see innovationlabs.harvard.edu for more information about the Harvard Innovation Labs.

Job-Specific Responsibilities:

Event Planning & Management

Leads the operational execution of a diverse portfolio of events, ensuring operational excellence while balancing multiple priorities and stakeholder needs.

• Independently manages the operational and logistical needs of events, from planning through execution and post-event evaluation
• Partners with program leads and the Assistant Director to translate program goals into operational plans for new or evolving events, while independently executing established programs.
• Develops event timelines, operational plans, and staffing strategies for assigned events, including workshops, community events, VIP meetings, and signature programs.
• Coordinates cross-functional logistics including facilities, catering, AV, security, registration, parking, and vendors.
• Serves as the operational lead for event execution, proactively resolving issues and ensuring a high-quality participant experience by directly leading event operations or delegating responsibilities to event staff while maintaining overall accountability for successful execution.

Operational Systems & Process Improvement

Maintains and improves operational systems that support efficient event planning, facilities management, team collaboration, and consistent execution across the areas of work of the Operations team.

• Develops documentation, templates, and standard operating procedures that improve consistency and scalability.
• Identifies opportunities to improve workflows and recommends process enhancements.
• Maintains accurate event records, project documentation, and operational reporting.
• Supports implementation and adoption of new operational tools and processes.

Vendor & Stakeholder Management

Builds and maintains productive working relationships with vendors, university departments, faculty, speakers, community partners, and internal stakeholders to ensure successful event delivery.

• Serves as the primary operational contact for assigned vendors and event partners.
• Coordinates logistics across multiple stakeholders while balancing competing priorities and timelines.
• Recommends vendors and operational solutions that support the i-lab's goals.
• Ensures a high level of customer service for speakers, guests, partners, and anyone who visits the i-lab.

Financial & Resource Management

Supports financial planning and resource management for assigned events while ensuring responsible stewardship of departmental resources.

• Makes purchasing decisions within established guidelines.
• Tracks expenditures and reconciles event expenses.
• Recommends cost-effective solutions and resource allocation.
• Maintains accurate financial records and supporting documentation.

Facilities Support

Supports the effective operation of Harvard Innovation Labs spaces by coordinating resources, facilities, and operational services that contribute to an outstanding member experience.

• Coordinates room scheduling, event setup, and operational readiness across shared spaces.
• Partners with internal teams to maintain welcoming, functional, and well-organized environments.
• Supports operational planning for classrooms, conference rooms, and signature event spaces.

Community & Staff Engagement

Contributes to a collaborative, service-oriented team culture while supporting i-lab initiatives and continuous improvement.

• Supports onboarding and training of student workers, interns, or new staff by sharing operational knowledge and best practices
• Contributes to projects that strengthen operational effectiveness and community engagement.
• Supports hiring managers with staff recruitment, scheduling, coordinating with applicants, and preparing feedback surveys
• Assists with Staff Survey deployment and analytics
• Leads morale and internal engagement activities (holiday treats, birthday/farewell cards, team celebrations).
• Build trust and collaboration by being present on-site and engaging directly with colleagues and various constituents.
• This role is responsible for other duties as assigned.

Qualifications

Basic Qualifications:

• High school diploma, GED, or equivalent required.
• 5+ years of experience in administrative support role(s) is required. 
• Education beyond high school may count toward experience.
• Microsoft Office (Word, Excel, PowerPoint, and Outlook) experience is required.

Additional Qualifications and Skills:

• Bachelor's degree preferred.
• Experience in event management, operations, project coordination, administrative support, or related customer service-oriented roles with increasing responsibility.
• Demonstrated experience managing multiple complex projects or events simultaneously while balancing competing priorities and deadlines.
• Experience providing outstanding customer service to internal and external constituents.
• Strong written and verbal communication skills.
• Demonstrated ability to work both independently and on a team.
• Ability to work in a collaborative, fast-paced, and deadline-driven environment while maintaining keen attention to detail.
• High level of organization, proactiveness, and problem-solving skills.
• Demonstrated ability to exercise sound judgment, anticipate operational challenges, and recommend practical solutions.
• Experience collaborating across multiple stakeholders, including faculty, staff, vendors, and external partners, is preferred.
• Authentic interest in education, and the startup, innovation, or venture ecosystem.
• Comfortable learning and using a variety of university and business technology systems, including project management, event management, CRM, facilities management, visitor management, survey, and database platforms.

Additional Information

• Standard Hours/Schedule: 35 hours per week (overtime eligible)
• Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position
• Pre-Employment Screening: Identity
• Other Information:
  • This is a hybrid position which we consider to be a combination of remote and onsite work at our Boston, MA based campus. HBS expects all staff to be onsite a minimum of 3 days per week and departments provide onsite coverage Monday – Friday. Specific hours and days onsite will be determined by business needs and are subject to change with appropriate advanced notice.
  • We will conduct candidate interviews virtually (phone and/or via Zoom) and in-person for this role.
    A cover letter is required to be considered for this opportunity.

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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 055. 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: 055