002247SR
School/Unit Harvard University Central Administration
Job Function Facilities
Location Cambridge
Job Type Full-time
Salary Grade 054
FLSA Status Non-exempt
Union 55 - Hvd Union Cler & Tech Workers
Term Appointment No

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 Harvard University Central Administration?

Harvard University's Central Administration (CADM) is a 5,000+ employee organization that supports the university's overall excellence by understanding and serving the needs of its schools, students, faculty, staff, alumni, and surrounding communities. Through dynamic and collaborative partnerships, CADM provides high-quality and efficient services to the schools to help them achieve their goals.

Harvard University Housing & Real Estate

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.

Reporting to the Property or Area Manager, the Property Administrator is the first point of contact for the local property management team and is responsible for supporting the effective and efficient management of a portfolio of University owned market rate apartments. The position plays a critical role in ensuring that the properties are operated in a manner consistent with the physical, financial and service standards of Harvard Housing, Campus Services and Harvard University.

Job-Specific Responsibilities:

• Office administration and reception (answer phones, greet visitors, respond to email, maintain office files and inventory)
• Receive, process, prioritize and dispatch maintenance/service requests and corrective/preventative work orders through a web-based work order system, email, phone calls, or in-person
• Schedule repairs and maintenance with vendors and follow up with vendors and residents as necessary
• Communicate to residents, colleagues and vendors through a variety of channels
• Invoice and P-Card preparation and processing through computerized procurement system
• Credit card processing and settlement
• Serve as contact person for leasing department regarding leasing issues, termination/extension process and assists with get-ready board
• Office administration
• Budget/financial review support
• Key inventory and programming of various electronic access management systems
• Area inventory/stock/supply management
• Attend position/industry related training as required
• Manage reservations of common areas where applicable
• Participate in on-going revision & implementation of operating policies and procedures
• Monitor 24 hour on-call services for the portfolio, responding in a support function as needed
• Consistently strive for positive resident and community relations.
• Liaise as needed with University colleagues both inside and outside of HUH.
• Participate as needed with any operations related communication with residents within the portfolio
• Stays up to date in new processes and innovation relevant to the multifamily housing industry
• Other duties as assigned

Administrative Support

• Provides general administrative support to Property and Area Manager; also supports cross-unit scheduling for HUH managers.
• Lead contributor to the a/p process for all operational invoices for their area
• Reviews purchasing card transactions and coordinates with teams to ensure departmental compliance with University policies and best practices
• Provides administrative training to hires; engages other administrative support staff as needed to accomplish work; acts as resource and provides backup support for other administrative staff within HUH as needed and facilitating awareness of University policy; Represents department in Campus Service-wide administrative initiatives.

Systems Support

• Administers the Yardi system: adds new staff/tenants to platform, submit Work Orders for HUH and/or on behalf of tenants.
• Document management support, including archives.
• Assists with internal systems as backup to Property Administrators: CCure, Yardi, Premisys, etc.
• Serves as departmental coordinator a resource for key business systems: B2P, Concur, etc.
• Organizes and implements administrative systems 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.

Other Support

• Completes special projects as assigned.
• Performs related duties as required.

Basic Qualifications:

• BS/BA or business training or experience beyond high school preferred.
• Real estate or property administration experience preferred.
• The knowledge of residential leasing/lease enforcement, policies & procedures, and familiarity with generally accepted accounting principles is preferred.
• 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, Yardi, and Outlook).

Additional Qualifications and Skills:

• Must demonstrate strong communication (phone, written, in-person) and interpersonal skills, and the ability to work effectively in a fast-paced, customer-focused operations environment with multiple projects and priorities.
• Must be able to multi-task and perform duties with a high degree of speed, accuracy, and attention to detail.
• Professional demeanor, appearance and customer service experience essential
• Must have strong organizational skills with a proven ability to assume accountability for projects and work independently to see tasks from start to finish.
• Must be proficient in writing business correspondence and have strong computer skills.
• Must have a demonstrated ability to work collaboratively in a team environment with multiple staff members.
• Must be able to handle complex and confidential materials and information.
• Must be willing to provide support to other locations as needed.
• Customer service orientation, a bias for action, a high level of integrity, sensitivity to various interests, diplomacy, advocacy, self-confidence, and resourcefulness are all desired competencies.

Standard Hours/Schedule: 35 hours per week

Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position

Pre-Employment Screening: Identity, Education, Criminal, CORI, References

Other Information:

Emergency Status Designation: Critical

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Work Format Details

This position has been determined by school or unit leaders that some of the duties and responsibilities can be effectively performed at a non-Harvard location. The work schedule and location will be set by the department at its discretion and based upon operational needs. When not working at a Harvard or Harvard-designated location, employees in hybrid positions must work in a Harvard registered state in compliance with the University’s Policy on Employment Outside of Massachusetts. Additional details will be discussed during the interview process. 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 054. 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, ethnicity, color, national origin, sex, sexual orientation, gender identity, veteran status, 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.