Job Listings

Manager of Legal Operations

Company:
Harvard University
Job Location:
Cambridge, 02138
Category:
Sponsored Programs, Grants, and Contracts
Type:
Full-Time
Financial Administration

66095BR

Position Description
Strategic Procurement is a department within Financial Administration (FAD) at Harvard University that assists the University community in obtaining the best quality and value for the goods and services purchased from third party vendor relationships by leveraging vendor spend and relationships across the University in support of identifying and reducing total costs; sourcing and procuring quality goods and services in support of superior service and growth; and establishing business partnerships and contracts with preferred vendors and contract vendors. Within Strategic Procurement, the Office of Contracting Services assists staff from across Harvard with reviewing and managing contracts.

The Manager of Legal Operations oversees the staff, processes, and technologies that perform general administrative and contract management duties and functions within the Office of Contracting Services. The Manager of Legal Operations will serve as the main liaison between the Office of Contracting Services and the Buy-to-Pay Program Team by assisting and collaborating as necessary for the continued improvement of Harvard's centralized Contract Management System.

Principal Duties and Responsibilities:
  • Build an administrative support team for the Office of Contracting Services by evaluating the needs of the Contracting Services team and hiring as the budget allows
  • Oversee;
    • and support the contract management function for University clients who sign up for our fee-based service by adding contracts and associated documents to the contract management system, routing those contracts for approval and signature, and maintaining a searchable contract repository
    • quarterly billing procedure, including communicating with clients, collaborating with team to finalize quarterly data, sending invoices, and journaling interdepartmental transfers in University financial systems
    • and assist the Contracting Services team with SharePoint site development and maintenance; website updates, monthly and quarterly newsletters, updates to contract review intake form, and template management, delegate these tasks as appropriate
  • Define, implement, and refine effective and efficient contract lifecycle management processes and best practices
  • Develop and maintain playbooks to ensure accurate and consistent use of contract management tools
  • Audit the contract management system on an ad hoc basis for accurate contract entry by University partners and notify and advise those departments on the results when necessary to assist them with updating those contracts to adhere to contract management guidelines
  • Run monthly Contract Management Services reports, and manage and analyze team metrics as needed to assist management with the budget and other matters
  • Advise clients on how to utilize the procure-to-pay system for purchasing from their contracts as needed
  • Interface with schools, units, and departments to understand their contracting needs and assist with implementing these requirements
  • Review and evaluate AI and other contracting tools and technologies that increase the effectiveness and efficiency of the legal services and operations teams
  • Work closely with the Strategic Procurement B2P team to align contract management goals and look for synergies and opportunities to utilize the existing contract management tool, Contracts+, fully through the team's optimization project
  • Schedule, plan, and assist with team training sessions, as well as editing of training materials as needed; assist other team members with administrative duties associated with the Harvard Training Portal
  • Collaborate with management on various projects to evaluate procedures and processes, develop improvement strategies, and draft policies that create team efficiency and decrease contracting risk
  • Run semester-long externship program for legal externs to gain transactional experience
  • Assist with other administrative duties as needed by the Office of Contracting Services
Basic Qualifications
  • Bachelor's degree or equivalent work experience required
  • Minimum of 7 years' relevant work experience
  • Supervisory experience
Additional Qualifications and Skills
  • A JD (Juris Doctorate) or Paralegal with prior contract analytic experience can offset the required years of experience
  • Understanding of basic contract terms and conditions.  Contract lifecycle management experience
  • Ability to analyze a contract to see if applicable/desirable terms and conditions have been included, and understand if additional contract language should be included
  • Familiarity with contract management tools or other database systems and Microsoft applications, Excel, PowerPoint, Word, etc.
  • Must be comfortable working independently and raising concerns or issues with staff as needed
  • Quick learner, able to digest and disseminate large amounts of information
  • Able to work in a dynamic and fast paced environment
  • High integrity and strong ethics
  • Excellent oral and written communication skills
  • Comfortable with and interested in working on vendor contracts for the purchase of products or services
Working Conditions
  • Work is performed in an office setting
Additional Information

Please provide a cover letter with your application.

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 90-day orientation and review period. 

The health of our workforce is a priority for Harvard University. With that in mind, we strongly encourage all employees to be up-to-date on CDC-recommended vaccines.

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

Work Format Details
FAD actively supports hybrid work where business needs allow. This position has been designated as a primarily remote position (1-2 days per year on site). While this position is primarily remote, travel to campus may be necessary based on business needs and the nature of work. Examples include bi-annual or quarterly Town Halls, critical business meetings or other work events. Additional details will be discussed during the interview process. All remote work must be performed within one of the Harvard Registered Payroll States, which currently includes Massachusetts, Connecticut, Maine, New Hampshire, Rhode Island, Vermont, Georgia, Illinois, Maryland, New Jersey, New York, Virginia, Washington, and California (CA for exempt positions only). Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

About Us

More about FAD:
Within and across the University, we aim to be exemplary colleagues, trusted partners, valued advisors, and agents of positive change.

Within our own community, we aspire to:

  • Engage with respect, honesty, and integrity 
  • Cultivate equity, diversity, inclusion, and belonging 
  • Welcome innovation, collaboration, and flexibility 
  • Enjoy our work, grow professionally, and aim for the extraordinary 

 Learn more about Financial Administration (harvard.edu) and our eight reporting units. (https://finance.harvard.edu/) 

Benefits
We invite you to visit Harvard's Total Rewards website (https://hr.harvard.edu/totalrewards) to learn more about our outstanding benefits package, which may include:
  • Paid Time Off: 3-4 weeks of accrued vacation time per year (3 weeks for support staff and 4 weeks for administrative/professional staff), 12 accrued sick days per year, 12.5 holidays plus a Winter Recess in December/January, 3 personal days per year (prorated based on date of hire), and up to 12 weeks of paid leave for new parents who are primary care givers.
  • Health and Welfare: Comprehensive medical, dental, and vision benefits, disability and life insurance programs, along with voluntary benefits. Most coverage begins as of your start date.
  • Work/Life and Wellness: Child and elder/adult care resources including on campus childcare centers, Employee Assistance Program, and wellness programs related to stress management, nutrition, meditation, and more.
  • Retirement: University-funded retirement plan with contributions from 5% to 15% of eligible compensation, based on age and earnings with full vesting after 3 years of service.
  • Tuition Assistance Program: Competitive program including $40 per class at the Harvard Extension School and reduced tuition through other participating Harvard graduate schools.
  • Tuition Reimbursement: Program that provides 75% to 90% reimbursement up to $5,250 per calendar year for eligible courses taken at other accredited institutions.
  • Professional Development: Programs and classes at little or no cost, including through the Harvard Center for Workplace Development and LinkedIn Learning.
  • Commuting and Transportation: Various commuter options handled through the Parking Office, including discounted parking, half-priced public transportation passes and pre-tax transit passes, biking benefits, and more.
  • Harvard Facilities Access, Discounts and Perks: Access to Harvard athletic and fitness facilities, libraries, campus events, credit union, and more, as well as discounts to various types of services (legal, financial, etc.) and cultural and leisure activities throughout metro-Boston.
Job Function
Finance

Department Office Location
USA - MA - Cambridge

Job Code
F1258M Procurement Mgt IV

Work Format
Hybrid (partially on-site, partially remote)

Sub-Unit
------------

Salary Grade
058

Department
Strategic Procurement

Union
00 - Non Union, Exempt or Temporary

Time Status
Full-time

Pre-Employment Screening
Education, 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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