Digital & Technology Operations Coordinator

Digital & Technology Operations Coordinator

The Digital & Technology Operations Coordinator owns the administrative, operational, and project infrastructure that keeps the Digital and Technology division running smoothly. This role is a connective hub for the team—a proactive, resourceful, and exceptionally organized partner who anticipates needs, moves work forward independently, and makes things happen before being asked. The Coordinator reports to the VP of Digital and Technology and works across all Digital and Technology specialties, including IT operations, Integrated Systems, Digital, and Audio Visual, to support project and roadmap management, daily operations, budget administration, logistics planning, and ongoing reporting. A successful Coordinator is known as the person the entire division relies on to keep things organized, on track, and well communicated. The ideal candidate is highly organized, thrives on variety, exercises sound independent judgment, and enjoys solving problems proactively.

The Huntington Library, Art Museum, and Botanical Gardens is one of the world's great cultural institutions. The Digital and Technology division is central to The Huntington's strategic plan, actively building a world-class technology stack that supports the institution's collections, research programs, and public mission. This role sits at the heart of that work, helping ensure the division operates at its best as we scale.

S/he/they will demonstrate a background of working directly with people from diverse racial, ethnic, geographic, and socioeconomic backgrounds, using a welcoming, inclusive, and accessible approach.

Essential Duties

• Serve as the division's primary point of contact for day-to-day administrative coordination, functioning as the operational hub of the Digital & Technology division
• Assist the VP with scheduling and coordination, including liaising with teams across the institution on meeting logistics
• Answer and relay phone calls and messages on behalf of the VP; track follow-up items and deadlines on the VP's behalf and flag when action is needed; draft correspondence or follow-up communications when requested
• Assist the VP in preparing drafts of presentations, briefings, and internal communications.
• Support the VP in preparing for division-wide team meetings and retreats, including agenda development, logistics coordination, and follow-up documentation.
• Coordinate logistics for division meetings and events, including cross-divisional meetings, technology office hours, and staff training sessions; responsibilities include scheduling, room reservations, catering coordination, and materials distribution
• Support onboarding logistics for new division staff, including equipment coordination, access coordination, and orientation scheduling.

Project Management & Roadmap Support

• Under the guidance of the VP, and in consultation with IT department leads, maintain the divisional roadmap and project tracking tools, ensuring project status, milestones, and ownership are current and accurate.
• Support coordination of cross-functional initiatives by tracking action items, deadlines, and dependencies, and following up with owners as needed.
• Serve as the division's point of contact for cross-divisional administrative coordination and institution-wide administrative working groups as relevant.

Reporting & Analytics

• Assist the VP in generating regular divisional and institutional reports; flag notable trends or anomalies that may warrant attention
• Track reporting schedules and proactively keep the VP on cadence with regular analytics reviews; compile and format data from relevant platforms into clear summaries and dashboards
• Maintain documentation and archives of divisional reports, metrics, and performance data.

Budget Planning & Tracking

• Work with the VP to develop and maintain budget planning documentation, including annual budget preparation support and ongoing tracking against actuals.
• Monitor divisional spending, flag variances proactively, and maintain organized budget records in coordination with Finance.
• Prepare budget summaries and supporting materials for leadership review.

IT Team & Help Desk Support

• Support the IT support team with triage and routing of incoming support tickets, ensuring timely acknowledgment and follow-up with staff.
• Assist in drafting and distributing all-staff IT communications such as maintenance notices, system updates, and outage notifications.
• Maintain and coordinate the division's internal knowledge base, ensuring documentation is current, well-organized, and accessible; work with team leads to establish contribution workflows and accountability across all division teams

Procuremen