Operations and Administration Manager

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 the Harvard Kennedy School?

The John F. Kennedy School of Government at Harvard University is one 12 graduate and professional schools at the university. Harvard Kennedy School’s mission is to improve public policy and leadership so people can live in societies that are more safe, free, just, and sustainably prosperous. By combining cutting-edge research, the teaching of outstanding students, and direct interaction with practitioners, we have an impact on solving public problems that no other institution can match. When you work at Harvard Kennedy School, you make a difference.

Job Description

Job Summary:

The Operations and Administration Manager will play a pivotal role in supporting the planning, coordination, and execution of a wide range of programming and engagement activities, as well as managing our student fellowship cohort at the Belfer Center for Science and International Affairs at Harvard Kennedy School.

Working on the Operations team at the Belfer Center, the Operations and Administration Manager will contribute to fostering a vibrant and inclusive community that promotes dialogue, knowledge sharing, and networking among scholars, practitioners, and stakeholders in the fields of science and international affairs. This position reports directly to the Director of Operations. The Operations team develops and implements Center-wide activities, policies, and procedures. Within the Operations team, this position will have a lead role in organizing signature events and supporting high-level visitors requested by the Belfer Center Director, as well as directly managing our student fellowship program. This position will work closely and collaboratively with other members of the Operations team, including the Events and Engagement Coordinator and Fellowship and Operations Coordinator, as well as other staff supporting the Belfer Center leadership.

Programming Coordination:

• Facilitate the planning, organization, and execution of programming, including seminars, conferences, workshops, panel discussions, and receptions in collaboration with the Events & Engagement Coordinator and Director of Operations

• Work with internal and external stakeholders both at HKS and the University

• Partner with Events & Engagement Coordinator on developing and managing the center-wide programming calendar, including signature events and Director’s programming. These activities primarily occur on campus; however, they can include ad-hoc events in other locations, such as Washington DC or NYC.

• Coordinate logistical aspects of programming, such as venue and vendor selection, catering, multimedia and virtual event setup, registration management, stakeholder outreach and speaker accommodations in collaboration with the Events & Engagement Coordinator

• Provide on-site support during programming, ensuring smooth operations, troubleshooting technical issues, and addressing participant inquiries. Liaise with Campus Planning & Operations and Harvard University Dinning on setup for all Belfer events.

• Manage Salesforce registration and provide technical support to presenters and participants in collaboration with the Events & Engagement Coordinator

• Develop speaker suggestions and briefing materials for the Center Director and Director of Operations, as well as distribute read-ahead materials, including agendas, speaker bios, and presentation materials for all Director programming

• Manage weekly virtual Belfer Community Call, including virtual attendees and pre-call materials for the Director

• Secure and track all space bookings for Belfer community engagements, marquee events and Belfer board lunches

• Facilitate weekly All Staff Meetings and center-wide communication on community and schoolwide events

Technology Management

• Maintain Belfer CRM to ensure maximum impact for our constituents, including both internal and external stakeholders of the Center

• Facilitate an alumni outreach strategy and plan for connecting with the Belfer Center’s global network using LinkedIn and social media platforms to track alumni of the Center working in collaboration with the Events & Engagement Coordinator and Director of Operations

• Manage alumni contacts within Salesforce to engage constituents beyond their time at the Belfer Center. Liaise with other units at HKS to coordinate alumni engagement strategies.

• Oversee list management and development of key internal stakeholders and contacts within Salesforce; including International Council membership, staff, faculty, fellows, students and Director contacts

• Serve as the Center’s primary point of contact with the HKS Salesforce team, partnering with them to communicate needs and develop new applications for our teams across

Student Fellowships & Programming:

• Manage the application and selection process for student fellowship cohorts at the Center, develop and execute programming, maintain a student fellow alumni database, and serve as the main point-of-contact for student fellows

• Liaise with Harvard Kennedy School Admissions on financial aid awards

• Facilitate outreach to student groups and student-run conferences, including identifying opportunities for student involvement, maintaining the Belfer student webpage, and developing student-focused programming

• Maintain and reconcile budget(s) principally related to student fellowship awards, research and travel awards, and student group funding. Make recommendations on student support expenditures against a defined budget.

Operations:

• Contribute to post-event evaluations and reporting to assess the success of events and identify areas for improvement

• Maintain accurate event records, budgets, and expenses, ensuring compliance with financial guidelines

• Stay updated on industry trends, best practices, and emerging technologies related to event management and engagement

• Mentor teammates and act as a leader in the event management space

Working Conditions:

• Must be flexible to work some nights and weekends when programs are in session

• This role will require in-person work for planning meetings and logistics, and additional hours in the lead-up to and days of the convening. During the academic year, this position requires the ability to work flexible hours, including evenings as needed particularly around events and convenings, and the ability to be available to check in/be on call leading up to events.

• The role is based in Cambridge, MA with the expectation of on-site work at the Belfer Center.

• Travel may be required for off-site events, conferences, and engagements, as well as evening work.

Qualifications

Basic Qualifications: 5+ years of experience in administration and operations, including experience with events management.

Additional Qualifications and Skills:

• Strong organizational skills with exceptional attention to detail and ability to manage multiple tasks simultaneously.
• Excellent communication skills, both written and verbal.
• Intermediate knowledge of event planning.
• Leadership experience driving teams.
• Proficiency in using event management tools and platforms, as well as virtual event technologies, such as Salesforce.
• Collaborative and team-oriented mindset, with the ability to work effectively with cross-functional teams.
• A proactive attitude, agile, creative problem-solving skills, and the ability to adapt to changing priorities.
• Knowledge or interest in international affairs, and policy issues is desirable.
• Familiarity with Salesforce, Marketing Cloud, and CMS platforms.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint)
• Bachelor's degree in a relevant field (such as Communications, International Relations, or a related discipline) is a plus.

Additional Information

• Standard Hours/Schedule:40 hours per week
• Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position
• Pre-Employment Screening:Identity
• Other Information:

  This position is a fully benefits-eligible two-year term appointment, eligible for renewal/extension.

Work Format Details

This is a position that is based at a Harvard campus location with some remote work options available. 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). 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 056. 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, sex, ethnicity, color, national origin, 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.