Graduate Commons Program Administrator

23-Oct-2024

Graduate Commons Program Administrator

Campus Services

67090BR

Job Summary

Unit Summary 

Harvard University Housing & Real Estate (HUHRE) is a department within Harvard Campus Services, a multi-department organization within Harvard’s Central Administration.  HUHRE supports the University’s educational and research efforts by offering Harvard affiliates a wide array of housing and real estate services in University-owned properties which are conveniently located, competitively priced, and professionally managed to residents and tenants alike. HUHRE serves as the asset manager for Harvard’s portfolio of commercial spaces and centrally stewarded institutional assets, overseeing the leasing and operations of University-owned institutional space for Harvard affiliates and commercial spaces for rent by private retail tenants within the Cambridge, and Greater Boston area.

HUHRE manages a broad range of initiatives and assets to help support the Harvard community. These include, but are not limited to: 

• Leasing, managing, and renewing Harvard-owned housing as well as Harvard offices/institutional spaces, and commercial real estate portfolios
• Leading community engagement and programming opportunities
• Managing relationships with external partners and vendors
• Working within the larger University community to develop and coordinate University-wide policies and strategies
•  Supporting new University housing and real estate development projects across the Cambridge and Greater Boston area

Harvard University Housing & Real Estate and Harvard Campus Services are committed to cultivating an organization that is diverse, equitable, and inclusive.

Job Summary

The Graduate Commons Program creates vibrant learning and social opportunities for students, faculty, staff, and their families living within Harvard University Housing properties. Events curated under the direction of our dedicated staff of residential Faculty Directors, full-time professional staff, and Community Advisors support our residential community, provide opportunities for engagement amongst neighbors, and sustain over 400 events per year to help make Harvard home for all. The Graduate Commons Program Administrator is a full-time, 40-hour/week role for a highly organized and driven individual with a career interest in operations management, space and event coordination, and supporting residential communities within a university setting.

Position Description

Duties and Responsibilities

Reporting to the Director of Employee and Community Engagement, the Program Administrator is responsible for supporting the effective management of Graduate Commons operations within Harvard University Housing. The position plays a critical role in ensuring that the Graduate Commons full time staff, programming, and residents are supported in a manner consistent with the mission, vision, and values of Graduate Commons/Harvard Housing, Campus Services, and Harvard University. The position includes periods of independent work, as well as frequent movement across the portfolio to prepare for events or room reservations. 

Responsibilities include but are not limited to the following:

Event and Project Support:

• Support Director, Associate Director, and three Program Managers through room scheduling, media and AV assistance, catering, marketing, parking, and vendor management 
• Help research local events, resources, and programs that would benefit the resident population 
• Staff Graduate Commons programs as needed (after hours and weekend work may be required); must complete Crowd Manager training 

Administrative Support

• Manage Resident Room Reservation Process for entire portfolio in Momentus system, including resident communication, access to spaces, collection of reservation fees, and any fines associated
• Support Executive Committee for Momentus system by owning troubleshooting process; connect with IT as needed 
• Manage and oversee AV in common areas including work requests and REACH display boards 
• Coordinate with Program Managers on common room usage, including creating regular reports on space usage and access for Community Advisor teams 
• Prepare and process invoices, reimbursement, and P-Card processing through University financial and procurement system
• Track expenses by Area for the budget process
• Manage vendor setup in the University system, common room key inventory, and storage room inventory for common rooms 
• Oversee GCP vendor database to ensure updated information and accuracy of contact information 
• Answer questions and direct communication through the Graduate Commons general inbox and voicemail 
• Prepare documents for various meetings/trainings/workshops as directed 
• Submit and track general work requests related to Graduate Commons common areas including cleaning, furniture moves, light bulbs, etc.

Systems Support 

• Support Executive Committee for Ungerboeck/Momentus system by owning troubleshooting process; connect with IT as needed 
• Document management support and system processes, including archives.
• Assists with internal systems: Yardi and Momentus
• Serves as backup departmental coordinator a resource for key business systems: Momentus 
• Organizes and implements systems policies and procedures, performing necessary support duties as needed.  Responsible for maintaining up to date and accessible documentation of processes for which this position has primary accountability.
• Attend monthly meetings as needed. 

Communication:

• Create weekly Graduate Commons newsletters (Constant Contact) using input from the Program Manager team 
• Create promotional materials for Graduate Commons events as needed and disseminate them via social media channels, REACH electronic display boards, and weekly newsletter 
• Update and maintain mailing lists using the leasing system Yardi
• Provide clear information to and maintain positive demeanor with residents when approached with questions 

Other duties as assigned, including supporting HUH Leasing and Property Management teams as needed. 

Basic Qualifications

Bachelor’s degree or equivalent business training beyond high school is required. Administrative, Event Planning, or Student Affairs experience preferred. Three or more years of related experience. Education beyond high school may count towards experience.

The ideal candidate will possess excellent verbal and written communication skills, strong interpersonal skills, the ability to work effectively and independently in a fast-paced environment, and attention to detail.  Must be able to manage multiple responsibilities, set priorities, take initiative, and meet deadlines. Ability to work independently with minimal supervision. Must have proven ability to handle complex and sensitive data with confidentiality and discretion. Professional demeanor, appearance, and customer service experience are essential.  Must have excellent computer skills including in-depth understanding of, and experience with, databases, spreadsheets, word processing, and scheduling/email software packages (Microsoft Word, Excel, Access, and Outlook). May be tested on appropriate computer skills as required. Ability to lift 25lbs and move furniture on occasion for event set up. 

Must be able to work a 9-5pm schedule daily, however, the Program Administrator may be asked to work evening and weekend hours as needed for event support. Work schedule flexibility will be considered. Duties will range from sitting at a desk to walking to multiple properties for AV and project support, as well as event set-up and support. Work will be accomplished using a variety of computer and cloud-based platforms, so openness towards and comfort in learning new systems quickly is essential for success in this role.

HUH/Campus Services requires pre-employment reference and background screening. Candidates must submit a resume and cover letter to be considered. 

Working Conditions

Emergency Status Designation

Additional Information

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.

Work Format Details

This is a hybrid position that is based in Massachusetts. 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.

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

General Administration

Department Office Location

USA - MA - Cambridge

Job Code

403134 Coordinator I

Work Format

Hybrid (partially on-site, partially remote)

Salary Grade

054

Department

Harvard Housing and Real Estate

Union

55 - Hvd Union Cler & Tech Workers

Time Status

Full-time

Pre-Employment Screening

Education, Employment, Identity

Schedule

Monday-Friday 9:00am-5:00pm
Days Off: Sunday & Saturday

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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