Department Administrator Jobs

The Department Administrator serves as lead administrator for Harvard Real Estate. Provides high-level administrative and organizational support for the HRE Director of Operations and the operational working groups. Serves as principal coordinator for a variety of activities/processes associated with HRE’s provision of service and/or activities that HRE leads and as principal department liaison with University support services. Assists unit leaders in tracking and reporting on projects, initiatives, and service metrics involving HRE; serves as principal administrative contact for internal and external constituencies and provides a high-level of customer service in all aspects of work. Provides, organizes, manages, and implements administrative and logistics support to HRE; works in collaboration with other administrative and departmental staff to ensure timeliness and responsiveness of all office support services. Works independently with minimal supervision in an environment of multiple and sometimes competing priorities; anticipates and resolves problems; provides updates to Managing Director and unit leaders as needed.

The Department Administrator will be responsible for, but not limited to the following activities:

• Responds to tenant inquiries as routed by HRE’s phone tree
• Provides general administrative support to HRE Managing Director; also supports cross-unit scheduling for HRE managers
• Administers the Building Engines system: adds new staff/tenants to platform, submit Work Orders for HRE and/or on behalf of tenants
• Completes special projects as assigned
• Provides administrative training to new administrative hires; engages other administrative support staff as needed to accomplish work; acts as resource and provides backup support for other administrative staff within HRE as needed and facilitating awareness of University policy; Represents department in Campus Service-wide administrative initiatives
• Crimson Workspace program support – monitoring email account, signing up new members, granting clearance to reservation holders, 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.
• Updates website and MIDAS (directory) per personnel changes
• Assists with internal systems as backup to Property Administrators: CCure, Yardi, etc.
• Administers the annual tenant satisfaction survey via Qualtrics
• Processes capital project and departmental invoices for HRE
• Serves as primary liaison for all day-to-day HUIT services for HRE team: computers, phones (desktop & mobile), Ricoh printers, peripheral tech, etc.
• Coordinates HRE staff meetings, department-wide events, and internal relocations, coordinating space, catering and media needs as necessary
• Responsible for onboarding of new HRE staff - working with HR and HUIT to complete New User Form and monitor progress of field tickets, outfitting onsite and remote work setups, developing a training plan with the hiring manager
• Performs related duties as required.
• Serves as departmental coordinator a resource for key business systems: B2P, Concur, etc.
• Responsible for stocking the office supplies and kitchenettes for both HRE locations, submits service requests and manages vendor response
• Reviews purchasing card transactions for HRE directors and coordinates with teams to ensure departmental compliance with University policies and best practices
• Coordinates and books travel for HRE as needed, including air/ground transportation, hotels, and conference registration.
• Document management support, including archives

• Minimum of five or more years of related experience. Education beyond high school may count toward experience.
• College degree strongly preferred, or an equivalent of education plus relevant experience.

• 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.
• Must have a demonstrated ability to work collaboratively in a team environment with multiple staff members.
• Must be proficient in writing business correspondence and have strong computer skills.
• Must be able to multi-task and perform duties with a high degree of speed, accuracy and attention to detail.
• 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 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 handle complex and confidential materials and information.

The University requires all Harvard community members to be fully vaccinated against COVID-19 and remain up to date with COVID-19 vaccine boosters, as detailed in Harvard’s Vaccine & Booster Requirements. Individuals may claim exemption from the vaccine requirement for medical or religious reasons. More information regarding the University’s COVID vaccination requirement, exemptions, and verification of vaccination status may be found at the University’s “COVID-19 Vaccine Information” webpage: http://www.harvard.edu/coronavirus/covid-19-vaccine-information/.

• 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.
• 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.
• Professional Development: Programs and classes at little or no cost, including through the Harvard Center for Workplace Development and LinkedIn Learning.
• 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.
• Tuition Reimbursement: Program that provides 75% to 90% reimbursement up to $5,250 per calendar year for eligible courses taken at other accredited institutions.
• 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.
• 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.
• Tuition Assistance Program: Competitive program including $40 per class at the Harvard Extension School and reduced tuition through other participating Harvard graduate schools.
• 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.