Facilities Management Assistant

26-Dec-2023

Harvard Radcliffe Institute

64557BR

Job Summary

Reporting to the Administrative Director and providing support to the Director of Facilities Management, the Facilities Management Assistant performs a range of housing and leasing, financial, administrative, and customer service duties to support the facilities management department.

This is a full-time, benefits eligible, two-year term limited position, scheduled to end in February 2026. 

Position Description

Housing & Lease Coordination:

• Administers and coordinates all housing-related processes for 83 Brattle Street apartments including outreach, application process, leases, apartment assignments, rent collection and billing.
• Serves as primary contact for housing and leasing information to Harvard University affiliates via e-mail, phone, and walk-in. Follows-up and resolves issues with applicants and tenants as necessary via email, phone, and walk-in communication.  Coordinates tenant welcome/meet your neighbor activities.
• Coordinates with building services staff to execute all move-in and move-out processes including planning, apartment setup, day-to-day building operations and inspections, and other residential services, as assigned.
• Maintains and updates housing information in printed materials and online resources, such as housing pages of the website, housing contracts.  Coordinates rental postings with HUH and communications with fellowship administration as required.  
• Documents business processes and contributes to ongoing housing policy development.
• Consults and coordinates appropriately when there are special housing accommodation requests, handles sensitive information discreetly and ensures compliance with Americans with Disabilities Act in assignment process.  Initiates collaboration/communication with Harvard University Disability Resources office as needed.
• Orders supplies and manages apartment inventory for 83 Brattle Street.

• Reviews and processes invoices to ensure that vendors and external suppliers are paid promptly. Develops controls that ensure that invoices are legitimate, approved, complete and accurate.
• Supports FM staff in drafting contracts and work orders and coordinates invoices against contractual requirements where relevant.
• Creates, processes, and maintains the Department's accounts receivable function, which includes collecting rent from commercial tenants and reconciling rents monthly.  
• Tracks and processes PCARD transactions in Concur.
• As requested, runs financial reports through University’s financial systems. Submits quarterly and monthly journals as needed.
• Acts as central procurement resource for equipment, supplies, and materials in support of work orders.
• Maintains filing system of all relevant financial activity ranging from invoices, contracts, purchase orders, and other items.
• Provides supplemental staffing assistance with maintenance work order functionality. Submits work orders, coordinates with building services staff, follows up on work order from inception to closure, and runs reports to review status.
• Provides staffing coverage for the C-Cure building access system and general customer service.
• Ensures all office supplies and equipment for the department are well organized, maintained and stocked. Monitors relevant portions of administrative budget for accuracy.
• Compiles and writes regular Facilities Management informational updates for tenants, Radcliffe Staff, and the Radcliffe intranet.
• Provides general administrative assistance to the Director of Facilities Management and others as necessary. 
• Performs other duties and responsibilities as assigned.

Basic Qualifications

• High school diploma or General Education Degree (GED). Business training beyond high school or college background is preferred.
• Three years administrative experience or equivalent combination of education, training, and experience.
• Comprehensive knowledge of Microsoft Office Word, Excel, PowerPoint and Outlook applications.

Additional Qualifications and Skills

• Prior experience with landlord/tenant relations preferred.
• Prior experience working within a multi-faceted program or service in a high-volume, service-driven environment preferred.
• Excellent organizational skills and attention to detail with ability to take initiative, handle complex projects, and set priorities in an environment with multiple and conflicting interests.  
• Ability to work in a team, as well as independently.   
• Ability to interact well with faculty, fellows, staff, and external stakeholders.  
• Must be able to manage confidential information with discretion and possess excellent communication, interpersonal and problem-solving skills.

Website maintenance experience is preferred.

Physical Requirements

• Employee must have the ability to sit at a desk for a minimum of seven hours a day and engage in extensive periods of computer work; complete tasks requiring repetitive use of hands. Limited physical effort: standing, walking when showing rental property and/or coordinating workorder requests.

Working Conditions

• This job is performed in a temperature-controlled office environment.

Additional Information

This is a full-time, benefits eligible, two-year term limited position scheduled to end in February 2026. 

Cover Letter:
Please note that cover letters are required for every application for a position at the Harvard Radcliffe Institute. Please combine your cover letter and resume into a single document that is uploaded when you are instructed by HARVARD CAREERS, Harvard’s online application program, to “Upload my resume/CV from my computer”.
Complete applications will be reviewed on a rolling basis until the position is filled. However, we encourage all interested candidates to apply before January 10, 2024.

Interviews:
We will be conducting interviews virtually and might invite finalist candidates for on-campus interviews. We appreciate your understanding and flexibility with our interview process.

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.

About Us

The Harvard Radcliffe Institute is dedicated to creating and sharing transformative ideas across the arts, humanities, sciences, and social sciences. The Fellowship Program annually supports the work of 50 leading artists and scholars. Academic Ventures and Engagement fosters collaborative research projects and sponsors lectures and conferences that engage scholars with the public. The Schlesinger Library documents the lives of American women of the past and present for the future, furthering the Institute’s commitment to women, gender and society.

We are proud to be an Affirmative Action/Equal Opportunity Employer and are committed to achieving our goals through the efforts of a highly skilled, diverse workforce. With outstanding benefits , competitive pay , extensive learning opportunities , and a stimulating and attractive work environment, the Harvard Radcliffe Institute at Harvard University may be exactly the employer you have been looking for.

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

Facilities, General Administration

Department Office Location

USA - MA - Cambridge

Job Code

403033 Staff Assistant III

Work Format

Hybrid (partially on-site, partially remote)

Department

Facilities Management

Union

55 - Hvd Union Cler & Tech Workers

Appointment End Date

27-Feb-2026

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.