Reporting to the Associate Director, Business Operations, the Business Operations Specialist will coordinate a variety of activities essential to the smooth workings of a growing and entrepreneurial department including: planning meetings and activities, maintaining onboarding program, and managing work and supply orders to maintain a comfortable working environment. Within this high-profile, high-energy environment, s/he will work directly with diverse stakeholders including the Executive Director, new hires, vendors, and property management staff.
Schedule Management & Internal Communications
Manage the calendar for the Executive Director, scheduling individual and large group meetings and communicating with high level internal and external audiences. Prepare related-communications and presentations.
Facilitate scheduling of Business Team and Staff meetings, and take minutes when required.
Plan events, managing (as applicable) location, catering, transportation and AV logistics. Assist with agenda planning as needed.
Plan travel for Executive Director.
Support the Associate Director, Business Operations and Executive Director in internal communication, for example, internal polling and surveying.
Project manage internal communications and calendaring needs.
Operations & Office Support
Reconcile purchasing card (P-Card) expenses and receipts, reaching out to managers to request complete documentation as needed.
Serve as primary liaison to Harvard University Real Estate, who manages operations of the building, for daily issues and ongoing building-related requirements.
Communicate with team members about space-related issues or questions.
Prepare and submit expense reports for Executive Director
Provide Level-1 support for Finance help tickets
Maintain HBX seating plan, and assign seat locations for incoming staff or contractors as needed in conjunction with Director and Associate Director of Business Operations.
Proactively evaluate team needs for office supplies and order with purchasing card; reconcile expenses each week.
Maintain critical office information such as staff lists, calendars, and operational requirements.
Working with Budget Manager, compile monthly dashboard
Coordinate technology orders, ensuring systems arrive on time and are security-compliant.
Employee Arrivals & Departures
Oversee onboarding process of new employees/contractors including access to all systems, ordering of required technical systems, and any related set-up.
In collaboration with hiring managers, develop transition plans meant to facilitate employee onboarding and meeting members of the team.
Serve as point of contact for new employees regarding all general University and School processes and questions.
Track access to systems and proactively monitor contractor/temporary support term extensions in collaboration with managers and HBX Business Operations.
Serve as back-up to the Recruiting Coordinator in scheduling and set-up of all interviews, including communication with candidates and interviewers about logistics.
Participate in interviewing and resume review processes, as appropriate.
Help create essential security processes in conjunction with the Business Operations, Program Services and Technology teams.
Enforce security processes; monitor related systems and procedures.
Exercise sound judgment in appropriate management and escalation of requests out of standard process.
In collaboration with the Technology Operations Administrator, conduct regular audits of the system access and work with the Sr. Managing Director and Associate Director, Business Operations to oversee annual review of processes.