Business Operations Manager, Marketing and Communications
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 Harvard Business School?
Harvard Business School, located on a 40-acre campus in Boston, was founded in 1908 as part of Harvard University. It is among the world's most trusted sources of management education and thought leadership. For more than a century, the School's faculty has combined a passion for teaching with rigorous research conducted alongside practitioners at world-leading organizations to educate leaders who make a difference in the world. Through a dynamic ecosystem of research, learning, and entrepreneurship that includes MBA, Doctoral, Executive Education, and Online programs, as well as numerous initiatives, centers, institutes, and labs, Harvard Business School fosters bold new ideas and collaborative learning networks that shape the future of business.
Whether the ask is for a single communication or a comprehensive marketing campaign, the Marketing & Communications (M&C) group works with teams across Harvard Business School (HBS) to bring ideas to life. Combining strategic thinking, creative execution, and a deep understanding of the School brand, we create communications that engage the audience and amplify the impact. The team is made up of professionals across a wide range of capabilities, including public relations, social media, internal communications, events, videography, podcasts, web design, digital marketing, and analytics. We are the centralized marketing and communications team, managing the main HBS brand, and serving as subject matter experts for marketers across the school.
Job Description
Job Summary:
The Business Operations Manager optimizes and supports the core operations and business management activities of M&C, reporting to the Head of Communications & Marketing Business Operations. The Business Operations Manager will work closely with the department's Senior Coordinator to review and input vendor transactions/invoices and expense reports/reimbursements, as well as assist with budget development and monitoring. (Training on HBS systems such as B2P, Concur, HUBS and other financial management tools will be provided.) There are other business operations functions and tasks that the person in this position will coordinate and manage, with some freedom to develop new systems to allow for project management and tracking. The role will also provide general support to the Communications team as needed. The Business Operations Manager should require minimal supervision and be able to anticipate and resolve problems -- updating supervisor on status of projects.
Job-Specific Responsibilities:
- Manage and optimize business and operational processes, with a particular focus on department-wide financial processes (e.g., purchasing, forecasting, reporting), serving as "in-house" expert on related systems and tools.
- Conduct periodic financial tracking and other analyses, in conjunction with the Head of Communications & Marketing Business Operations, to provide ongoing information about departmental impact and outputs.
- Manage reporting and compliance requests from HR and Finance, working with the Head of Communications & Marketing Business Operations, and serve as a departmental liaison in School-wide Business Manager and HR Partners meetings.
- Identify additional opportunities to systematize, optimize, and maintain administrative support across groups.
- Work with the team to develop, implement, and maintain tools and processes to support cross-departmental learning, communication, and operations.
- Manage the hiring of independent contractors as needed, via Fieldglass/Yoh (Harvard's system for hiring contingent workers).
- Development of RFPs for hiring of any external firms/vendors.
- Coordinate with OGC and Trademark Office on logo usage issues.
- Work with Coordinator as needed on activities such as space allocation, facilities issues, and serving as first-line contact for operational staff inquiries.
- Manage special projects based on the evolving needs of the M&C group. Potential projects may relate to department-wide operations, cross-School collaborations, and unique group-specific opportunities.
- Manage updates to M&C Quarterly Report (on Intranet).
- Manage campus tour schedule and updates.
- Work with team to support the editing and uploading of content on the HBS intranet, external newsroom, and digital displays content, including videos, as needed.
- Source, review, and upload events to internal and external community calendars, as needed.
- Opportunity to create content (written/video/social) depending on availability.
- Build trust and collaboration by being present on-site and engaging directly with colleagues and various constituents.
- This role is responsible for other duties as assigned
Qualifications
Basic Qualifications:
- Bachelor's degree or equivalent work experience is required.
- 5+ years of related administrative experience is required.
Additional Qualifications and Skills:
- This position requires a self-starter with excellent organization, project management, communication, and interpersonal skills.
- The candidate should have good professional judgment, know when to ask questions, when to take initiative, and how to prioritize work in a fast-moving environment.
- The ideal candidate possesses the integrity to handle confidential information with discretion and the initiative and confidence to work independently.
- Strong problem-solving skills, attention to detail, and customer service skills are essential.
- Requires strong proficiency in using technology to support administrative, database and communications functions.
- Experience with budget management and related tools, and interest in communications activities are 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 is a hybrid position which we consider to be a combination of remote and onsite work at our Boston, MA based campus. HBS expects all staff to be onsite a minimum of 3 days per week and departments provide onsite coverage Monday - Friday. Specific hours and days onsite will be determined by business needs and are subject to change with appropriate advanced notice.
- We may conduct candidate interviews virtually (phone and/or via Zoom) and/or in-person for this role.
- A cover letter is required to be considered for this opportunity.
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