Senior Planning & Program Manager

Updated: 4 months ago
Location: Cambridge, MASSACHUSETTS

26-Jan-2022

Harvard University Information Technology

57013BR


Job-Specific Responsibilities

The key focus of this position will be to serve as a resource to the VP and UCIO, COO, and HUIT Senior Leadership Team (SLT), serving on campus committees/teams, managing operationalization of strategic and integrated plans, and providing high-level analytical interpretation of policies and procedures that will include research, analysis, development, and preparation of data.

Job-Specific Responsibilities:

  • Provides strategic, administrative, and organizational support to the VP and UCIO.
  • Ensures consistent and seamless integration among the UCIO’s Office, the CIO Council, and the HUIT Senior Leadership Team (SLT) and, through SLT colleagues, all service areas of HUIT.
  • Effectively manages the UCIO’s priorities and schedule, in partnership with Executive Assistant to the VP and UCIO. 
  • Initiates staff outreach on behalf of the VP and UCIO on selected projects and involves SLT colleagues as appropriate. Works closely with colleagues to facilitate smooth communication with University leaders, school leaders, governing boards, and various committees and internal and external stakeholders.
  • Identifies and manages priorities in the VP and UCIO’s office.
  • Manages VP and UCIO’s internal and external communications, working closely with the HUIT Chief Operating Officer.
  • Oversees the VP and UCIO’s office operations and administrative staff.

Key Responsibilities:

  • Assesses and manage the VP and UCIO’s involvement in emerging or key HUIT and University-wide strategic initiatives and priorities in concert with respective HUIT SLT members and school CIOs. 
  • Supports the VP and UCIO in achieving their goals and priorities.
  • Anticipates and tracks issues on behalf of the VP and UCIO and takes action or informs the VP and UCIO accordingly.
  • Oversees the VP and UCIO’s schedule, ensuring consistency with priorities, evaluating requests for the VP and UCIO’s attention, and resolving questions and conflicts. Determines strategy, tactics, and priorities to ensure timely meetings, visits, and written communication, including tracking follow-up on the VP and UCIO’s commitments.
  • Serves as a key positive ambassador of the VP and UCIO’s office in dealing with staff, partners, and external contacts.
  • Oversees the preparation and organization of materials for the VP and UCIO’s meetings.
  • Collaborates with colleagues to prepare agendas and brief the VP and UCIO in advance of key meetings.
  • Ensures that all internal and external communications are aligned with the VP and UCIO’s priorities and facilitates appropriate and timely involvement with internal communication issues as needed.
  • Directs the preparation of all correspondence for the VP and UCIO’s review and signature. Develops drafts when appropriate, ensuring timely follow-up correspondence.
  • Staffs and helps set agendas for HUIT SLT and CIO Council meetings; manages dockets; tracks issues and priorities.
  • Ensures timely preparation of the VP and UCIO’s presentations to various constituents, including HUIT Town Halls and external speaking engagements. Arranges staff support when necessary for the fulfillment of such responsibilities.
  • Serves as manager of Executive Assistant to the VP and UCIO.
  • Leads and manages UCIO office systems, procedures and policies including a contact-relationship management system; filing of all VP and UCIO office files ensuring they are kept confidential, accurate and up to date.
  • Conducts research on special projects for the VP and UCIO as required. May provide sensitive and confidential project management oversight and support for the COO and the VP and UCIO.

Typical Core Duties

  • Responsible for assembling project team, assigning individual responsibilities, identifying appropriate resources needed, and developing schedules to ensure timely completion of project
  • Responsible for project discovery
  • Serve as expert regarding scope and project objectives, solution’s value and technology, as well as the role and function of each team member
  • Ensure work completion within schedule, budgetary and design constraints
  • Make decisions about analysis, design and testing; solve complex technical problems; and, when necessary, provide alternative methods for achieving goals
  • Work collaboratively with colleagues to leverage resources for successful project completion
  • Make independent decisions within the confines established by sponsors/business owners
  • Serve as primary contact with user groups and stakeholders
  • Leverage steering and executive committees for decision-making, change management, and communications
  • Absorb and leverage project related technology to ensure effective project management and collaboration
  • Advise unit/school regarding post project operations
  • Provide training to clients/staff
  • Apply Harvard University’s IT technical standards and best practices
  • Abide by and follow the Harvard University IT Code of Conduct

Basic Qualifications

  • Minimum of five years’ post-secondary education or relevant work experience

Additional Qualifications and Skills

The following Additional Qualifications are strongly preferred. If you meet some, but not all, you are still encouraged to apply; we value employees with a willingness to learn.

  • 5 or more years of related experience, including hands-on management of projects that involved multiple stakeholders.
  • Exemplary communications and writing skills, ideally with experience communicating complex technology concepts to non-technical stakeholders.
  • Proven attention-to-detail and ability to balance multiple simultaneous projects.
  • Strong analytical and listening skills.
  • Comfort with collaboration, open communication, and reaching across functional borders.
  • Proficiency learning key business processes, creating internal partnerships, fostering collaboration and recommending strategies that fit the culture.
  • Demonstrated team leadership skills, service mindset approach, and the ability to act as a trusted advisor.
  • Experience or coursework in organizational design, change management, and business process re-engineering highly desired.
  • Higher ed and/or Harvard experience preferred.

Certificates and Licenses

  • Completion of Harvard IT Academy Project Management Foundations course (or external equivalent) preferred
  • PMP or other relevant certification and experience preferred, e.g., Scrum Master

Working Conditions

Interview and onboarding activity for this position may be conducted via telephone & Zoom video conferencing, based on the department’s current presence on campus.

This position will be based in Cambridge, MA.  Due to the COVID-19 pandemic, you will begin your work remotely.  All remote work must be performed in a state in which Harvard is registered to do business (CA, CT, MA, MD, ME, NH, NY, RI, and VT). The fully remote nature of this job is only temporary.  Once the University and your supervisor determine that it is appropriate, in-person on-campus work will be required as a condition of continued employment. HUIT is currently developing hybrid workplace models which will actively support some remote work (within a state in which Harvard is registered to do business) where business and team needs allow. Individual flexible and remote work options for this role will be discussed during the interview process.

The University requires all Harvard community members to be fully vaccinated against COVID-19 and remain up to date with COVID-19 vaccine boosters, as detailed in Harvard’s Vaccine & Booster Requirements . Individuals may claim exemption from the vaccine requirement for medical or religious reasons. More information regarding the University’s COVID vaccination requirement, exemptions, and verification of vaccination status may be found at the University’s “COVID-19 Vaccine Information” webpage: http://www.harvard.edu/coronavirus/covid-19-vaccine-information/ .

Harvard continues to place the highest priority on the health, safety and wellbeing of its faculty, staff and students, as well as the wider community. Information and details can be found via Harvard’s Coronavirus Workplace Policies website: https://hr.harvard.edu/corona-virus-workplace-policies . 


Additional Information

Please provide a cover letter with your application and upload as one document. 

Please note: 

  • Harvard University requires pre-employment reference and background screening. 
  • We are unable to provide work authorization and/or visa sponsorship. 
  • This position has a 180-day orientation and review period. 

More about HUIT: 
Harvard University Information Technology (HUIT) is responsible for the strategy, planning, and delivery of information technology across the University.  Our mission is to assure Harvard’s leadership in IT. We strive to make it easier for faculty, students, and staff to teach, research, learn and work through the effective use of information technology.  HUIT’s core values are User Focused, Collaborative, Innovative and Open.  

IT Academy (designed for IT Staff):
HUIT’s IT Academy aims to enable each IT staff person to grow professionally and become a trusted partner to her or his team. The IT Academy is built on the belief that every IT staff member across the University (including technology employees at each school and campus) can grow in her or his area of expertise as well as building strong people and project management skills. Learn more here: https://itacademy.harvard.edu/   

Total Rewards:
Harvard’s Total Rewards Program is designed to attract, retain, and reward the performance of talented employees. As a Harvard staff member, you enjoy many perks that come with working for one of the top employers in Massachusetts, including: 

Flexible work environment: HUIT supports flexible work arrangements where business needs allow. 

Paid Time Off: 3 - 4 weeks accrued vacation days, 12 accrued sick days, 12.5 paid holidays plus winter recess, and 3 personal days awarded each calendar year. 

Medical/Dental/Vision: We offer a variety of excellent medical plans, dental & vision plans.  

Retirement: University-funded retirement plan with full vesting after 3 years of service. 

Tuition Assistance Program (TAP): $40 per class at the Harvard Extension School and discounted options through participating Harvard grad schools. 

Harvard University Employees Credit Union: Our employees credit union provides a complete line of services for all your financial needs. https://huecu.org   

Transportation: 50% discounted MBTA pass as well as additional options to assist employees in their daily commute. 

Wellness options: A variety of programs and classes at little or no cost, including stress management, massages, nutrition, meditation and complimentary health services. 

Access to athletic facilities, libraries, campus events and many discounts throughout metro Boston. 

Learn more: https://hr.harvard.edu/totalrewards  

Accessibility:
Harvard University IT plays an important role in supporting Harvard's commitment by seeking to create, procure and deploy technologies that are accessible to all, including and especially those who live with disability. Harvard welcomes individuals with disabilities to apply for positions and participate in its programs and activities. If you would like to request accommodations or have questions about the physical access provided, please contact our University Disability Resources Department. 


Job Function

Information Technology


Location

USA - MA - Cambridge


Job Code

I0058P IT Project Manager IV


Department

Administration & Finance


Union

00 - Non Union, Exempt or Temporary


Pre-Employment Screening

Identity


Commitment to Equity, Diversity, Inclusion, and Belonging

Harvard University views equity, diversity, inclusion, and belonging as the pathway to achieving inclusive excellence and fostering a campus culture where everyone can thrive. We strive to create a community that draws upon the widest possible pool of talent to unify excellence and diversity while fully embracing individuals from varied backgrounds, cultures, races, identities, life experiences, perspectives, beliefs, and values.


EEO Statement

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, gender identity, sexual orientation, pregnancy and pregnancy-related conditions, or any other characteristic protected by law.


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