Assistant Director of Housing Operations

20-Sep-2024

Assistant Director of Housing Operations

Faculty of Arts and Sciences

66912BR

Position Description

The Assistant Director liaises with university departments including Harvard University IT (HUIT), Office of Physical Resources and Planning (OPRP), Registrar’s Office (RO), Harvard University Housing (HUH), Harvard University Dining Services (HUDS), Office of Academic Integrity and Student Conduct (OAISC), Graduate School of Arts and Sciences (GSAS), Summer School, and First-Year Experience Office (FYE). Other partners include House staff: Resident Deans, House Administrators, and Building Managers. Direct communication with students is also an expectation.

This role is essential in keeping the housing database (StarRez) and its connected systems up-to-date and accurate.

Responsibilities include:

• Daily housing procedures including upkeep of housing cancellation applications, processing returning student applications, and creating housing applications as needed in Portal X. 
   
• Process affiliation changes for the 4,900 students in the upper-class House system and revising and streamlining housing procedures, fee structures, and student notifications/alerts. This position will also create term time room charges. 
   
• Annual inter-House transfer processes including creating/reviewing the application, generating communications notifying students of the decisions, and ensuring the updated student affiliations are noted correctly in StarRez.
      
• Running the full process of the student housing lottery including Rising Sophomore and Commencement Housing. 
   
• Update and smooth running of the StarRez database, system updates, and point person for troubleshooting issues from several on-campus partners.  
   
• Investigate new solutions to streamline business processes by attending the annual StarRez Global conference or other related professional conferences/workshops.
   
• In collaboration with the Director of Housing Operations, manage IT-based projects and upgrades of the housing system database.
   
• Work with partner offices to support their StarRez-related needs by creating reports or troubleshooting issues that may arise.  
   
• Collaborate with the Assistant Director for Transitional Housing to manage technological systems, streamline operational processes, and help coordinate information technology usage, improvements, and projects.
   
• Cross train with the Assistant Director for Transitional Housing to ensure business continuity and coverage are in place for anticipated and unanticipated needs.
   
• Other Housing Office responsibilities as needed.

Basic Qualifications

• Bachelor’s degree or equivalent work experience required
• Minimum of 5 years’ relevant work experience

Additional Qualifications and Skills

• Masters degree preferred.
• Qualified candidates will have five years of related work experience, preferably in a higher-education setting.
  
  Office administration experience is preferred, along with advanced computer skills (high level of proficiency with Microsoft Word and Excel required); experience updating webpages; and proven editing, grammar, and proofreading skills. Ability to set priorities, handle confidential information, act with discretion and tact under pressure. Strong communication and interpersonal skills, positive and friendly attitude, organizational abilities, and attentiveness to detail are essential. Must be able to work independently and as a team member. Candidates with previous StarRez experience will be given preference.

Physical Requirements

• Sitting using near vision use for reading and computer use for extended periods of time
• Lifting (approximately 20 to 30 pounds), bending, and other physical exertion

Working Conditions

• Work is performed in an office setting with possible hybrid schedule
• May be required to work nights and weekends

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

Faculty & Student Services

Department Office Location

USA - MA - Cambridge

Job Code

S0357P FSS Student Servics Officr III

Work Format

Hybrid (partially on-site, partially remote)

Sub-Unit

College

Salary Grade

057

Department

Housing Office

Union

00 - Non Union, Exempt or Temporary

Time Status

Full-time

Pre-Employment Screening

Criminal, Education, Identity

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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