Assistant University Marshal, Administration and Operations

Job description

The Office of the University Marshal seeks a highly organized, diplomatic, and service-oriented administrator to manage the day-to-day operations and visitor coordination of the Marshal’s Office. The Marshal’s Office coordinates visiting dignitaries and international delegations, oversees Harvard traditions and ceremonies such as Commencement, and delivers resources and services so that guests to campus and those who represent Harvard can experience the welcoming, inclusive, and dynamic University that is Harvard. The Assistant University Marshal, Administration and Operations plays a key role in ensuring the office runs efficiently, organizing visits and events, tracking invitations and related correspondence across the University, and supporting the work of the University Marshal and other office staff. This position is both strategic and hands-on, requiring sound judgment, discretion, and demonstrated leadership experience, as well as a willingness to engage directly in any task that needs to be done to ensure that the office runs effectively. Job-Specific Responsibilities: Broad responsibilities of the Assistant University Marshal, Administration and Operations include: Manage the day-to-day operations of the office, including finance, purchasing, space, and basic IT coordination. Prepare, track, and report on the department budget and all financial transactions for the main office and Commencement. Oversee office records, databases, and other compliance requirements, and serve as primary liaison with Central Administration offices and the University Archives. Hire, train, and supervise the Program Manager; provide guidance and support for the Program Manager’s work overseeing delegate, gift, and flag services and visit records/correspondence. Oversee visitor coordination for the Marshal’s Office. Develop and maintain systems and tools to track invitations, visit requests, and related correspondence across the University, ensuring timely follow-up and clear communication with campus partners. Collaborate with colleagues across the University, including schools, centers, departments, student organizations, Harvard University Police, Harvard Public Affairs and Communications, and other partners to plan and carry out high-profile visits and events. Advise faculty, departments, centers and institutes, and student groups on visit planning, protocol, and etiquette to ensure alignment with university protocol and guidelines. Provide guidance on matters such as seating, gift exchanges, forms of address, hosting etiquette, and cultural norms, helping campus partners navigate complex or sensitive situations with diplomacy and tact. Develop and maintain clear protocol tools and resources (e.g., written guides, checklists, templates, and online materials) for campus partners. Oversee communications for the Marshal’s Office, including digital content, website materials, emails, and print documents that explain and promote the office’s services. Write and edit briefing memos and background materials for the University Marshal and, as needed, for the President and other University leaders who are hosting visitors. Represent the University Marshal and the Associate Marshal in the Marshal’s absence, ensuring continuity of information, timely and well-informed decision making, and effective communication and engagement with external partners. Serve as a senior staff member for major University events, including Commencement and presidential inaugurations, working directly with the University Marshal and Commencement Director on assigned aspects of planning and execution. Lead or support other special projects, such as office moves, retreats, process improvements, and new initiatives, as assigned. Basic Qualifications are the minimum requirements a candidate must meet to be considered for this role. Bachelor’s degree required. Minimum of five (5) years of related experience. Experience supervising staff and/or managing teams or complex projects. Additional Qualifications and Skills: Advanced degree preferred. Progressively responsible professional experience in administration, finance, event or program coordination, protocol, or a related field, preferably within higher education, nonprofit, or the international sector (including consulates and embassies). Demonstrated experience with administration and operations, including budget management, HR processes, and office systems. Impeccable judgment and the ability to handle confidential information with discretion and tact. Demonstrated ability to communicate effectively, both orally and in writing, with a diverse range of people including guests and their delegations, faculty, deans, students, administrators, and senior leadership. Interest in international affairs and experience living or traveling internationally preferred. Standard Hours/Schedule: 35 hours per week Visa Sponsorship: Harvard University is unable to provide visa sponsorship for this position Pre-Employment Screening: Harvard University requires pre-employment reference and background screenings: Identity and Education Other Information: This is an opportunity to be part of a small and highly effective team in the University Marshal’s Office. The role requires a high level of flexibility, judgment, and organizational skill, as well as the ability to manage multiple projects and priorities while maintaining strong relationships across the University. The successful candidate will bring a collaborative spirit, meticulous attention to detail, and a commitment to representing Harvard with professionalism and warmth to colleagues across the institution and our special guests. This position will have a 3-month orientation and review period. Candidates selected for further consideration may be required to submit additional materials/writing samples and/or complete assessments or presentations as part of the hiring process. This position is primarily on campus, with a minimum of four days in the office during the academic year. There may be times when additional on-campus presence is required; flexibility is essential. Work Format Details This position has been determined by school or unit leaders that some of the duties and responsibilities can be effectively performed at a non-Harvard location. The work schedule and location will be set by the department at its discretion and based upon operational needs. When not working at a Harvard or Harvard-designated location, employees in hybrid positions must work in a Harvard registered state in compliance with the University’s Policy on Employment Outside of Massachusetts . Additional details will be discussed during the interview process. Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment. Salary Grade and Ranges This position is salary grade level 057. Please visit Harvard's Salary Ranges to view the corresponding salary range and related information. Benefits Harvard offers a comprehensive benefits package that is designed to support a healthy work-life balance and your physical, mental and financial wellbeing. Because here, you are what matters. Our benefits include, but are not limited to: Generous paid time off including parental leave Medical, dental, and vision health insurance coverage starting on day one Retirement plans with university contributions Wellbeing and mental health resources Support for families and caregivers Professional development opportunities including tuition assistance and reimbursement Commuter benefits, discounts and campus perks Learn more about these and additional benefits on our Benefits & Wellbeing Page . EEO/Non-Discrimination Commitment Statement Harvard University is committed to equal opportunity and non-discrimination . We seek talent from all parts of society and the world, and we strive to ensure everyone at Harvard thrives. Our differences help our community advance Harvard's academic purposes. Harvard has an equal employment opportunity policy that outlines our commitment to prohibiting discrimination on the basis of race, ethnicity, color, national origin, sex, sexual orientation, gender identity, veteran status, religion, disability, or any other characteristic protected by law or identified in the university's non-discrimination policy . Harvard's equal employment opportunity policy and non-discrimination policy help all community members participate fully in work and campus life free from harassment and discrimination. 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 University Central Administration? Harvard University's Central Administration (CADM) is a 5,000+ employee organization that supports the university's overall excellence by understanding and serving the needs of its schools, students, faculty, staff, alumni, and surrounding communities. Through dynamic and collaborative partnerships, CADM provides high-quality and efficient services to the schools to help them achieve their goals.