House Administrator, Quincy House - Military veterans preferred

House Administrator, Quincy House

ID: 001237SR
JOB FUNCTION: General Administration
LOCATION: Cambridge
WORK FORMAT: Hybrid
JOB TYPE: Full-time
BRAND: Harvard Faculty of Arts and Sciences

By working at Harvard University, you join a vibrant community that advances Harvard's world-changing mission in meaningful ways, inspires innovation and collaboration, and builds skills and expertise. We are dedicated to creating a diverse and welcoming environment where everyone can thrive.

Why join the Harvard Faculty of Arts and Sciences?

The Faculty of Arts and Sciences (FAS) is the historic heart of Harvard University. It is the home of Harvard’s undergraduate program (Harvard College, founded in 1636) as well as all of Harvard’s Ph.D. programs (the Harvard Kenneth C. Griffin Graduate School of Arts and Sciences, founded in 1872), Harvard Athletics and the Division of Continuing Education. The 40 academic departments and 30+ centers of the FAS support a community unparalleled in its academic excellence across the broadest range of liberal arts and sciences disciplines. Together, the FAS seeks to foster an environment of ambition, curiosity and shared commitment to knowledge and truth that elicits excellence from all members of our community and prepares the next generation of leaders through a transformative educational experience.

Job Summary:

The Houses serve as the foundation for the undergraduate experience at Harvard College. Ninety-seven percent of all undergraduates live in one of the twelve residential Houses. Each House accommodates 350- 500 students with its own dining hall, common rooms, and facilities for academic, recreational, and cultural activities.

The House Administrator plays a pivotal role in the residential community. They serve as part of the House senior leadership team, as a critical resource for any events, processes and policies that impact and affect the House community and staff. They are responsible for handling confidential and sensitive information with care and discretion and serve as a primary contact for other stakeholders and partners in the University.

Job Specific Responsibilities:

Finance Administration and Budget:

• Responsible for day-to-day management of House finances, including financial processing, reconciliation, reporting, and strategic planning on unrestricted and restricted accounts.
• In consultation with Faculty Deans, develop and submit annual House budget (approximately $300K -500K each year) and narrative outlining the House’s fiscal priorities related to programming, capital expenditures, and operations. Reports quarterly on House finances.
• Collaborate with the Dean of Students Office for compliance with all University and College financial policies and procedure.
• Support and train approximately 25-30 tutors and other residential staff on financial processes and policies. Oversee and manage all residential staff financial operations.
• Handle tutors’ financial transactions, including declining balance cards, purchases, reimbursements, and specialty Tutor support on weekly reconciliation and reports.
• Responsible for implementing and managing House-based proposals for additional funding opportunities supporting specific initiatives identified by the College. (Yard house funding: Faculty Dean retreats, Faculty initiatives, student initiatives, Faculty engagements, Creamer Fund and contingency planning).
• Advise the Faculty Deans on all House financial matters.

House Office:

• Manage the administrative responsibilities of the House Office on behalf of the Faculty Deans and provide administrative support for House activities to the Faculty Deans.
• Hire, supervise and manage student workers and payroll.
• Maintains confidential personnel records for tutors.
• As part of Senior Staff, attend regular staff meetings and assist in setting House priorities and House culture, as related to fostering a supportive residential living-learning environment.
• Oversee the use of House common spaces and room reservations. Responsible for drafting and communicating policies on usage of space to the community.

Communications:

• Work with the Faculty Deans to maintain the House calendar.
• Maintain and administer House-list-servs and other relevant platforms including my.harvard committees, residential staff directors and resident tutor rosters. Oversee the design and day-to-day management of the House website.
• Create and maintain House-managed social media platforms and publishing.

Event Management:

• Support the Faculty Deans to plan, implement, and manage various House events for students, faculty, administrators, and alumni.
• Plan, implement and coordinate signature House events: Commencement, House Lottery, Family Weekend receptions and a variety of class, student, and faculty events.
• Train/educate House community on relevant College/Dean of Students/city polices around events.
• Train and supervise Faculty Deans' Aides, Tutor, and student workers in coordinating such events.
• Provide periodic evening and weekend event management support.

Housing:

• Develop, implement, communicate, and evaluate the House-based housing lottery policies, sophomore housing placements, and procedures for student housing assignments.
• Oversee the housing assignments for Tutors, House aides and Faculty Resident Scholars, and collaborate with the Dean of Students Office to ensure compliance with all University and College housing policies and procedures.
• Mediate roommate/suite mate disputes.

Hiring and Training Programs:

• Collaborate with the Faculty Deans and Resident Dean, to ensure effective development, implementation, and evaluation of Tutor training programs and to create and maintain a House-specific Resident Tutor Manual.
• As part of Senior Staff team, may participate in Resident Tutor Interview & Hiring Process

In coordination with Faculty Deans, hire, train, and manage House/Faculty Dean Aides. May serve as direct manager for House Aides.

Working Conditions:

Office Setting- Each House Administrator has their own office embedded in the residential community space.

Physical Requirements:

• Ability to lift 25lbs

Basic Qualifications:

• Bachelor's degree or equivalent work experience required
• 5 years of experience in student housing or student services in a higher education setting

Additional Qualifications and Skills:

• Master's degree preferred.
• Strong skill sets in the following areas are required: written and oral communication, planning and organization, budget management, policy development.
• Ability to work collaboratively with a variety of constituents, managing change, and establishing priorities and meeting deadlines.
• Knowledge of Microsoft Office and general familiarity with website maintenance are strongly preferred.
• Knowledge of Harvard’s internal administrative systems for finance, human resources, housing and survey systems preferred.

• Standard Hours/Schedule: 35 hours per week
• Compensation Range/Rate (including Shift Differential if applicable):
• Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position
• Pre-Employment Screening: Identity, Education, Criminal

Work Format Details

This is a position that is based at a Harvard campus location with some remote work options available. 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.

Salary Grade and Ranges

This position is salary grade level 057. 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.

EEO/Non-Discrimination Commitment Statement

Harvard University is committed to equal opportunity and non-discrimination. We seek talent from all parts of society and the world, and we strive to ensure everyone at Harvard thrives. Our differences help our community advance Harvard’s academic purposes.

Harvard has an equal employment opportunity policy that outlines our commitment to prohibiting discrimination on the basis of race, sex, ethnicity, color, national origin, religion, disability, or any other characteristic protected by law or identified in the university’s non-discrimination policy. Harvard’s equal employment opportunity policy and non-discrimination policy help all community members participate fully in work and campus life free from harassment and discrimination.

Equal employment opportunity, including veterans and individuals with disabilities.

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