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Harvard John A. Paulson School of Engineering and Applied Sciences · 1 day ago

Operations Coordinator

Boston, MA

Part-time

Hybrid

Mid, Senior Level

5+ years exp

Harvard John A. Paulson School of Engineering and Applied Sciences is a part of Harvard University, dedicated to addressing pressing societal issues through engineering and foundational science. The Operations Coordinator role involves managing administrative priorities, overseeing computer equipment management and procurement, and maintaining strong relationships within the SEAS community.

Higher Education

No H1B

Responsibilities

Serve as the primary contact and subject matter expert for faculty, staff, researchers, and students about SEAS computer procurement processes and programs

Manage the inventory of SEAS faculty and staff computers, including those assigned to users and those available for assignment. Collaborate independently with HUIT Field Support, Procurement, and Deployment teams on inventory control and equipment deployment as needed/requested

Independently administer the SEAS computer quarterly refresh program. Proactively communicate with members of the SEAS community about computer refreshes/deployments, prepare quarterly purchasing information, and manage the relationship with HUIT for this program. Ensure customer satisfaction with deployments through follow up with customers and HUIT support teams and report on lessons learned to continuously improve operational processes

Independently administer the SEAS PhD G1 laptop program, including communicating with SEAS staff, faculty, and students, coordinating with HUIT, overseeing procurement of devices, and analyzing annual program

Handle ad-hoc computer requests and purchases for faculty, labs, and researchers, including coordinating with requestors, research administration colleagues, and HUIT to ensure accurate purchase details

Act as primary Computing contact for communication with SEAS HR, managers, staff, and HUIT for staff onboarding and offboarding related to SEAS computer equipment. Work with Director of Operations, SEAS Computing and HUIT to coordinate computer-related needs regarding onboarding and offboarding of SEAS faculty and their labs/research groups

Develop and manage ad-hoc projects including data collection and summary reports

Process departmental financial transactions with close attention to detail, ensuring compliance with SEAS and Harvard University financial guidelines and policies. Process invoices in the Harvard payment system. Track payments and communications with vendors as needed

Additional responsibilities as needed such as the following:

Coordinate the exception approval processes for SEAS computers and Harvard Dropbox accounts

Manage SEAS Salesforce change request submissions. Facilitate Salesforce governance prioritization conversations to help SEAS effectively communicate prioritized monthly requests to the HUIT Customer Relationship Management (CRM) team

May provide training on how to navigate and use the ServiceNow IT ticketing system

Assist with maintaining the Computing website via content creation and editing

Support the Director of Operations, SEAS Computing on other projects as they arise

Qualification

Computer procurement processesInventory managementCustomer serviceData managementFinancial transaction processingProcess improvementCommunicationOrganizational skillsTeamworkAdaptability

Required

Five or more years' related experience. Education beyond high school may count toward experience

Must demonstrate professionalism and work well within a team environment

Must possess positivity and must conduct oneself in an approachable manner

Excellent communication skills and ability to be resourceful

Proven customer service and office administration skills

Strong organizational skills and attention to detail

Comfortable with and excited about being a part of process creation and improvement

Ability to quickly learn and adapt to using new and emerging tools and systems

Ability to prioritize and execute tasks in a timely manner

Ability to be a responsible financial steward by using organizational resources efficiently and seeking cost-effective solutions that support organizational goals

Preferred

Strong data management skills, including selecting relevant data, organizing it effectively, and presenting it in clear reports that inform decision making is a plus

Familiarity with technology hardware and software ordering is a plus

Experience with IT ticketing and financial systems is a plus