Associate Director, University Leasing and Space Planning

02-Feb-2024

Campus Services

64956BR

Job Summary

Harvard University Housing & Real Estate (HUHRE) is a department of Campus Services, a multi-department service organization within Harvard’s Central Administration. HUHRE supports Harvard’s mission of teaching and research by providing real estate stewardship, strategy, and services for University-owned properties and by advising University users with respect to their space needs.

In addition to overseeing 3,000 residential units, HUHRE, through its Harvard Real Estate (HRE) team, serves as asset manager for a University-owned real estate portfolio of 100+ institutional and commercial properties spanning 3.8 million square feet and an additional 39 acres of undeveloped land. HUHRE oversees the occupancy, leasing, operations and development of these properties which are primarily located in Cambridge and Allston and include both University and commercial tenants. 

HUHRE also provides lease administration and real estate advisory services for University users that lease space from third-party commercial landlords. 

HUHRE is committed to cultivating an organization that is diverse, equitable, and inclusive. 

Position Description

The primary responsibility of the Assistant Director for University Leasing and Space Planning is to maximize the strategic utilization of programmatic and administrative space within HUHRE’s portfolio to accommodate the University’s various users’ space needs. This is done through a combination of tracking needs and available spaces, space planning and project management, forecasting occupancy and revenue, exploring various space alternatives, and managing the internal occupancy agreement process.

The Assistant Director is charged with oversight of University occupancy within the HUHRE portfolio and is responsible for assessing occupancy/use, analyzing real estate needs, identifying opportunities to increase efficiency, forecasting potential vacancies, tracking available spaces, and conducting tours of properties. They work with multiple University stakeholders with occasionally competing needs, helping them to align objectives, prioritize space criteria, and build consensus. They identify available space options, formulate occupancy strategies, and develop corresponding timelines.

This role works with the Director of Commercial and University Leasing, the VP of Campus Services and other organizational leaders to ensure the optimal  real estate solutions are presented to University users.  The Assistant Director monitors demand from projected growth and evolving space needs, assesses potential uses and physical constraints, and advances strategies that meet the best possible outcomes for allocating limited real estate resources.  This position also identifies trends, establishes metrics, and creates benchmarks that help HUHRE determine appropriate space use for various University users.  This position serves as HRE’s primary contact to the University space planning community and ensures effective communication and collaboration between HRE and University’s space planning initiatives. 

Managing a space planner and leasing analyst, the Assistant Director plays a pivotal role in fostering professional development, coaching, and growth. The Assistant Director encourages a collaborative and inclusive team environment that values diverse perspectives and contributions. Additionally, this role identifies opportunities for training and skill-building to ensure the team remains well equipped to address evolving challenges and opportunities.

The Assistant Director is responsible for setting rents within University and HUHRE guidelines and works closely with the finance department in reviewing Service Level Agreements for annual update, preparing and maintaining revenue projections for University portfolio properties and ensuring that any key occupancy agreement information is incorporated into the HRE financial system for tracking and billing.

This role works closely with the HRE operations team to validate space conditions and suitability, managing a process in conjunction with both the operations and finance teams that includes the origination and negotiation of Occupancy and Service Level Agreements, communicating any requested space improvements or proposed construction scope, as applicable. Additionally, this role engages with various internal stakeholders to gather feedback and insights for continuous improvements.

Job-Specific Responsibilities continued in Additional Information.

Basic Qualifications

Bachelor’s degree plus related work experience including 8 years of increasingly responsible positions in leasing and/or property management, space planning, or equivalent combination of education and experience.   

Hands-on experience with Yardi Commercial, including administration and management, and Voyager report development. Business process definition and documentation.   Experience developing, implementing, and documenting best practices a plus.  Experience with real estate, strategic planning, project management and or financial systems a plus.  

Additional Qualifications and Skills

Proven leadership and project management skills required.  Must demonstrate initiative, independence, leadership, adaptability. High levels of customer service. Emotional intelligence. Excellent communication, organization, and analytical skills. 

Working Conditions

This position offers a hybrid work schedule, 3 days on campus, 2 days remote.

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.

Additional Information

Continued from Job-Specific Responsibilities

When a University-user has space needs that cannot be accommodated within HUHRE’s portfolio and must explore properties owned by 3rd party commercial landlords, the Assistant Director works with Commercial Leasing to subsequently transition the relationship. In the event a University user no longer needs space it has leased from a 3rd party commercial landlord, the Associate Director will identify other potential University users to occupy the space. Towards the end of any leases, the Assistant Director will work with Commercial Leasing and Operations to ensure obligations are met before surrendering the space to the commercial landlords.

The Assistant Director also collaborates closely with the Director of Systems and Business Applications and other HUHRE partners to set the strategy that allows new and existing technology platforms to make their work more efficient. This includes proactively identifying and implementing process improvements and best practices to streamline workflow and enhance operational efficiency. In this role, the Assistant Director plays a key function in  ensuring technology support information management and accuracy, all in a way that improves the tenant and partner experience as cost-effectively as possible.

This role requires the ability to manage occasionally competing priorities and maintain strong relationships with multiple stakeholders. The Assistant Director must be adept at managing different personalities and ensuring a positive experience for all university partners.

 They will also lead and/or assist with special projects and perform other duties as required. 

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

361059 Administrative Manager

Work Format

Hybrid (partially on-site, partially remote)

Sub-Unit

Harvard Real Estate

Union

00 - Non Union, Exempt or Temporary

Pre-Employment Screening

Education, Employment, 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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