Assistant University Marshal, Administration and Operations

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.