Operations Coordinator, Harvard Innovation Labs
Harvard University · Boston, Massachusetts, United States · hybrid
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Job Summary:
The Operations Coordinator is responsible for managing key elements of the daily operations of the Harvard Innovation Labs (HIL), with a primary focus on event planning and management, operational systems, facilities coordination, and community engagement. This role independently manages a diverse portfolio of events and operational initiatives while partnering closely with the Assistant Director, Events & Operations and the Senior Manager, Operations to ensure a high-quality experience for students, alumni, faculty, staff, and external partners.
Working collaboratively across the Harvard Innovation Labs ecosystem, the Coordinator serves as a primary operational partner for HIL, university departments, vendors, and community stakeholders. The role requires strong judgment, exceptional organizational skills, and the ability to balance multiple priorities while identifying opportunities to improve processes, strengthen operational systems, and enhance the overall participant experience. In addition to executing complex day-to-day operations, the Coordinator contributes to the continuous improvement of team practices, documentation, and workflows that support the long-term success and scalability of the Operations teams’ work across the i-lab.
The Coordinator reports to the Assistant Director, Events & Operations.
Please see innovationlabs.harvard.edu for more information about the Harvard Innovation Labs.
Job-Specific Responsibilities:
Event Planning & Management
Leads the operational execution of a diverse portfolio of events, ensuring operational excellence while balancing multiple priorities and stakeholder needs.
- Independently manages the operational and logistical needs of events, from planning through execution and post-event evaluation
- Partners with program leads and the Assistant Director to translate program goals into operational plans for new or evolving events, while independently executing established programs.
- Develops event timelines, operational plans, and staffing strategies for assigned events, including workshops, community events, VIP meetings, and signature programs.
- Coordinates cross-functional logistics including facilities, catering, AV, security, registration, parking, and vendors.
- Serves as the operational lead for event execution, proactively resolving issues and ensuring a high-quality participant experience by directly leading event operations or delegating responsibilities to event staff while maintaining overall accountability for successful execution.
Operational Systems & Process Improvement
Maintains and improves operational systems that support efficient event planning, facilities management, team collaboration, and consistent execution across the areas of work of the Operations team.
- Develops documentation, templates, and standard operating procedures that improve consistency and scalability.
- Identifies opportunities to improve workflows and recommends process enhancements.
- Maintains accurate event records, project documentation, and operational reporting.
- Supports implementation and adoption of new operational tools and processes.
Vendor & Stakeholder Management
Builds and maintains productive working relationships with vendors, university departments, faculty, speakers, community partners, and internal stakeholders to ensure successful event delivery.
- Serves as the primary operational contact for assigned vendors and event partners.
- Coordinates logistics across multiple stakeholders while balancing competing priorities and timelines.
- Recommends vendors and operational solutions that support the i-lab's goals.
- Ensures a high level of customer service for speakers, guests, partners, and anyone who visits the i-lab.
Financial & Resource Management
Supports financial planning and resource management for assigned events while ensuring responsible stewardship of departmental resources.
- Makes purchasing decisions within established guidelines.
- Tracks expenditures and reconciles event expenses.
- Recommends cost-effective solutions and resource allocation.
- Maintains accurate financial records and supporting documentation.
Facilities Support
Supports the effective operation of Harvard Innovation Labs spaces by coordinating resources, facilities, and operational services that contribute to an outstanding member experience.
- Coordinates room scheduling, event setup, and operational readiness across shared spaces.
- Partners with internal teams to maintain welcoming, functional, and well-organized environments.
- Supports operational planning for classrooms, conference rooms, and signature event spaces.
Community & Staff Engagement
Contributes to a collaborative, service-oriented team culture while supporting i-lab initiatives and continuous improvement.
- Supports onboarding and training of student workers, interns, or new staff by sharing operational knowledge and best practices
- Contributes to projects that strengthen operational effectiveness and community engagement.
- Supports hiring managers with staff recruitment, scheduling, coordinating with applicants, and preparing feedback surveys
- Assists with Staff Survey deployment and analytics
- Leads morale and internal engagement activities (holiday treats, birthday/farewell cards, team celebrations).
- 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.
Basic Qualifications:
- High school diploma, GED, or equivalent required.
- 5+ years of experience in administrative support role(s) is required.
- Education beyond high school may count toward experience.
- Microsoft Office (Word, Excel, PowerPoint, and Outlook) experience is required.
Additional Qualifications and Skills:
- Bachelor's degree preferred.
- Experience in event management, operations, project coordination, administrative support, or related customer service-oriented roles with increasing responsibility.
- Demonstrated experience managing multiple complex projects or events simultaneously while balancing competing priorities and deadlines.
- Experience providing outstanding customer service to internal and external constituents.
- Strong written and verbal communication skills.
- Demonstrated ability to work both independently and on a team.
- Ability to work in a collaborative, fast-paced, and deadline-driven environment while maintaining keen attention to detail.
- High level of organization, proactiveness, and problem-solving skills.
- Demonstrated ability to exercise sound judgment, anticipate operational challenges, and recommend practical solutions.
- Experience collaborating across multiple stakeholders, including faculty, staff, vendors, and external partners, is preferred.
- Authentic interest in education, and the startup, innovation, or ve