Job Description

Job Summary:

The position provides administrative and operations support to Physical Resources & Planning with a focus on data management and automated solutions in addressing residential facilities issues.

Job-Specific Responsibilities:

Residential Systems Support/PRESTO/Technical Support

This position plays a pivotal role with Physical Resources Expense System Tracking Operations (PRESTO), the facilities work management software including providing regular audits and reviews to guarantee the system's integrity, collaborating with the residential building managers to foster a well-managed work order system and performing timely and precise reporting of data to help building managers and management identify issues/trends.

• Assesses current methods and seeks additional automation solutions to achieve consistent, efficient processes across the residential portfolio.
• Provides technical support for residential common rooms and staff residences as lead cable television contact, troubleshooting local service and contract issues and coordinating maintenance/installations with Education Support Services (ESS) and outside vendors as needed.

Major Events Management

• Manages major event logistics, including annual undergraduate Move-In/Move-Out of nearly 7,000 students, and building access logistics for Commencement and alumni reunion activities.
• Partners with numerous campus departments and off-campus vendors to ensure maximum efficiency in all aspects of the arrival and departure processes, including key distribution, ID/access card programming and distribution, and resident status tracking.

Residential Portfolio - Liaison to University and FAS Departments

• Serves as liaison between FAS Registrar's Office, building managers, and House staff to coordinate House classroom usage, managing proper scheduling and building access for enrolled students, faculty, and other instructors.
• Represents the department on various College- and University-wide committees. Works closely with the Associate Director of Residential Facilities in developing consistent process improvements for the entire residential portfolio.
• Acts as Residential Facilities' chief liaison to Harvard University Mail Services (HUMS), outside vendors, and student organizations in coordinating residential mail/parcel delivery and student storage/shipping programs. Works with College Housing, House staff, and building managers to ensure residential student and staff data accuracy.

Residential/Student Furniture

• Coordinates residential furniture acquisition for student suites, common rooms, and Faculty Dean common spaces. Maintains surplus furniture inventory, working with building managers, House staff, outside vendors, and Harvard's Recycling and Surplus Center to re-allocate furniture as needed.

Yard Operations Management

• Oversees Harvard Yard Operations office, supervising one support staff member and student/temporary staff.

Residential Operations Management

• Partners closely with the Associate Director of Residential Facilities Operations to understand all aspects of the residential portfolio and ensure continuity of department support during their absence.

Working Conditions: This is an on-campus critical position.

Physical Requirements

Ability to lift up to 30 pounds and perform frequent physical activity, including walking to and from various buildings on campus, is required of this position.

Qualifications

Basic Qualifications (required):

• Bachelor's degree
  7+ years of relevant experience in facilities/IT administrative management or, without a degree, 9+ years of relevant experience in facilities/IT administrative management.

Additional Qualifications and Skills (preferred):

• Supervisory experience
• Proficiency with data analysis Microsoft Office suite.
• Professional with proven ability to communicate effectively with faculty and senior administrators.
• Exceptional organizational and logistical skills and follow-through.
• Knowledge of facilities management, CCure, KeyWatcher, StarRez, and proficiency in HTML/website development a plus.
• Experience planning large, high-profile events also a plus.

Additional Information

• Standard Hours/Schedule: 35 hours per week; (8:00am-4:00pm, 8:30am-4:30pm or 9:00am-5:00pm)
• Compensation Range/Rate: The salary will be determined based on the position and the candidate's relevant experience.
• Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position
• Pre-Employment Screening: Identity, Education, Criminal,
• Other Information: All formal written offers will be made by FAS Human Resources.

NOTE: A cover letter is strongly encouraged as part of your application.

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Work Format Details

This position has been determined by school or unit leaders that all duties and responsibilities must be performed at a Harvard or Harvard-designated location. Certain visa types may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

Salary Grade and Ranges

This position is salary grade level 058. 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.