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Santa Clarita
Posted: 08-Apr-23
Location: USA - MA - Cambridge
Type: Full-time
Salary: Open
Internal Number: 62120BR
Job Summary
Although the position will remain posted until filled, applicants are strongly encouraged to apply by end of day on May 5, 2023.
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 Archives, Arts, and Special Collections (AASC), a unit within Harvard Library consisting of the Eda Kuhn Loeb Music Library, Fine Arts Library, Harvard Film Archive, Harvard University Archives, and Houghton Library. The DOF reports to the Associate University Librarian for Archives and Special Collections and the Florence Fearrington Librarian of Houghton Library, who leads and manages this portfolio that includes more than 100 staff members and an annual budget of ~$20 million. This role supports the AUL and Archives, Arts, and Special Collections units with strategic and annual planning, internal communications, project management, and AASC staff community building. This role is responsible for the consistent administrative support of the five AASC units by directly managing four administrative support staff (3.36 FTE) who serve the administrative needs of the portfolio. This position serves as the chief liaison to Harvard Library and campus administrative units and ensures AASC administration and staff understand, utilize, and comply with university policies, procedures, and protocols. The DOF plays a critical role in a dynamic and changing archives and library environment dedicated to building, stewarding, and making accessible incomparable collections related to the arts, literature, and the history of Harvard, the United States, and the world, and managing the current records of the University.
Position Description
Manages administrative functions within the Archives, Arts, and Special Collections 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.
Works with AASC leadership, managers, and curators and with Harvard Library Administration and Finance staff to develop and manage budgets. Responsible for annual budgeting and long-range forecasting and planning, fund management, and expense management for acquisitions, facilities, salaries, and general operations.
Coordinates with Harvard Library Building Operations to lead and manage all aspects of the Houghton Library building and facilities, including capital project planning and execution, security systems, staffing, and infrastructure, ongoing maintenance and repairs, oversight of custodial staff, movement of staff workstations, emergency preparedness and response, and risk management. Coordinates and communicates needs for units located in other Faculty of Arts and Sciences (FAS) managed buildings including Pusey Library (Harvard University Archives), Carpenter Center (Harvard Film Archive), Littauer Center (Fine Arts Library), and the Music Department (Music).
Coordinates with staff and managers on human resources related activities including recruitment, position review/classification, creation of new positions, temporary workers, student employees, performance management, and professional development.
Participates in development activities as necessary, including researching fund donors, coordinating events and other fundraising activities, and participating in grant administration.
Facilitates internal communication between AASC administration and staff; maintains library policy documentation via wikis and other tools; and holds responsibility for local compliance with University records, policies and procedures for AASC units.
Serves as IT Liaison for AASC, acting as a bridge between staff and Harvard University Information Technology (HUIT) desktop for support, computer refresh program, leasing equipment, classroom technology, and escalating issues to the appropriate contact within HUIT as needed.
Serves as a member and helps to coordinate the work of the AASC Leadership Group, Houghton Library Senior Management Group, and other library committees and groups as necessary.
Direct supervision of AASC Fine Arts Library administrative coordinator (0.68 FTE), Harvard University Archives Administrative coordinator (1.0 FTE), Houghton administrative coordinator (1.0 FTE), and Music administrative coordinator (0.68 FTE). Responsible for developing team culture and goals, performance management, and ensuring compliance with administrative and financial policies. Provides indirect supervision of and/or coordination with other staff within the AASC portfolio performing administrative functions.
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
Commitment to supporting efforts to foster equity, diversity, inclusion, belonging, and antiracism 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.
Working Conditions
The position will be based on our campus in Cambridge, MA.; however, there may be the opportunity for a flexible or hybrid work model compliant with Harvard University remote work policies.
Salary Grade: 059
Union: 00 - Non Union, Exempt or Temporary
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.
