Operations Coordinator

Job Summary:

Reporting to the Director of Operations, SEAS Computing, at the Harvard John A. Paulson School of Engineering and Applied Sciences (SEAS), the Operations Coordinator independently manages multiple administrative priorities with minimal supervision; handles matters expeditiously, proactively, and diplomatically; uses sound judgment in determining when to escalate issues or questions; and follows through on work to successful completion. The role encompasses a broad range of responsibilities related to computer equipment management, procurement, and communication with members of the SEAS community. The Operations Coordinator develops and maintains strong working relationships with internal SEAS departments and Harvard University Information Technology (HUIT). The role advises members of the SEAS community to ensure consistent, efficient practices for computer equipment purchasing and the application of computer equipment related policies and procedures. In addition, the Operations Coordinator is responsible for tracking and communicating ongoing work and for maintaining organized, accurate, and up-to-date records. The position may also involve reviewing and making recommendations around existing procedures and policies; implementing procedure and practice changes; and actively participating in cross-organizational teams.

Job-Specific 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.

Working Conditions:

Work is performed in an office environment. 

Physical Requirements:

There are no significant physical requirements.