Space Planning and Facilities Operations Manager

23-Jan-2024

Alumni Affairs and Development

64861BR

Job Summary

Alumni Affairs and Development (AA&D) 
Alumni Affairs and Development is a dedicated team supporting Harvard’s advancement activity through front-line fundraising, alumni and volunteer engagement, technology, prospect management and research, business process, events, communications, and many other areas.

Our goal is to create an environment of respect that leverages the many talents, perspectives, and experiences of our employees; to deliver the strongest possible results by incorporating diverse perspectives into our daily work; and to make AA&D a great place to work for everyone. We strive to live our values of respect, inclusion, trust, collaboration, continuous improvement and innovation; and open communication and effective information sharing in our daily interactions and our work.

AA&D is comprised of the University Development Office (UDO), Faculty of Arts and Sciences (FAS) Development, AA&D Resources, the Harvard Alumni Association (HAA), and the Office of the Vice President (OVP).

Reporting to the Managing Director of Administration and Finance, the Space Planning and Facilities Operations Manager is a key member of the three-person facilities team and is responsible for performing a range of administrative and facilities duties to support the on-site operations of AAD. This individual will be responsible for ensuring that all AAD spaces are prepared for staff to use safely and productively and will be expected to be fully on-site. This position manages the Facilities Staff Assistant.

Position Description

On-site and Space Planning Management:
AAD supports a hybrid workforce, where remote and on-site staff work collaboratively to deliver services to the Harvard community. AAD is committed to supporting the new way of working by ensuring that staff can be productive, no matter where they are located. 

• Manages space planning and operations of a dynamic workforce with a large footprint (nearly 70,000 square feet of leased space) that allows for flexible work and collaboration. Acts as a point of contact for hybrid operations support related to common areas, supply management and distribution, building amenities, mail distribution, and building space and safety compliance.
• Ensures and oversees the upkeep of space to maintain a professional appearance and supports innovation and collaboration for AAD staff.
• Creates immediate and long-term plans for space improvements… e.g. painting, repairs, and common space improvements.
• Builds effective relationships with Boston Properties and Harvard Real Estate to ensure successful space and building management.
• Oversees AAD’s flex space booking system (Robin) and troubleshoots any issues that arise with booking spaces and conference rooms. Creates meaningful reports regarding the use of space. Stays current on industry trends and standards.
• Manages and facilitates the process of space requests and space assignments. Makes recommendations and decisions regarding space assignments and recommends modifications to space policies and procedures that follow the overall master plan and long-range space plan.
• Leads and manages the Space Planning Advisory (SPA) Committee and meets with them periodically to review space issues.
  • Collects and reviews requests for space; prepares and oversees preliminary space analyses and makes recommendations to fulfill these requests.
  • Conducts audits of campus space and makes recommendations regarding the re-utilization and reassignment of space.
  • Develops metrics and guidelines for the assignments of space.
• Manages project planning for any office moves, and major or minor construction projects and works with various stakeholders and vendors throughout the process.
• Ensures appropriate and timely response to inquiries and requests that come into the shared AAD Facilities inbox.

Operations and Facilities Support:

• Works with AAD Talent Management, HR, and Tech Operations to support the onboarding and offboarding of all AAD employees.
• Manages the work of the Facilities Staff Assistant to ensure that staff working during and outside of regular business hours have the tools and resources they need including access to elevators, HVAC, mail delivery, etc.
• Oversees protocols for mail opening and distribution and organizes building needs around end-of-year procedures.
• Serves as main point of contact with vendors for equipment ordering, deliveries, and maintenance.
• Supports Reunion Housing Operations in coordination with the Managing Director including inventory management
• Other duties as assigned.

Basic Qualifications

• 4 or more years of progressively responsible experience in facilities management or departmental operations including supervisory experience.
• Demonstrated knowledge of Microsoft Office Word, Excel, PowerPoint, Outlook applications, and Adobe Suite.
• Excellent written and verbal communication skills.
  Physical Requirements:

• Ability to move and transport items weighing up to 50 pounds.

Additional Qualifications and Skills

• Knowledge of SharePoint, and space planning software, including Robin, CCure, and other similar tools.
• Excellent interpersonal skills and good judgment are required to support staff and external stakeholders.
• Ability to work independently and without immediate supervision. Comfortable working in a hybrid environment where the direct supervisor is not on-site full-time.
• Knowledge of virtual meeting tools – Zoom, and Microsoft Teams.
• Excellent customer service skills.
• Must possess excellent organizational skills and the ability to prioritize work assignments, ensuring success of multiple projects and assignments simultaneously.

Additional Information

• This position requires a 3 month orientation and review period.
• Please include a cover letter with your application.

To learn more about the AA&D team, please visit our Careers site at 

https://alumni.harvard.edu/careers

To learn more about how Harvard supports diversity and inclusion throughout the University please visit the Office for Diversity, Inclusion & Belonging at https://dib.harvard.edu/ .

Accommodations: Harvard University welcomes individuals with disabilities to apply for positions and participate in its programs and activities. If you would like to request accommodations or have questions about the physical access provided, please let your recruiter know.

COVID 19 Vaccination Information: 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.

Work Format Details

This position is based primarily on-campus, in Massachusetts. This may include in-person during emergency situations (if applicable). Additional details will be discussed during the interview process. Certain visa types 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

Alumni Affairs and Development, Facilities

Department Office Location

USA – MA – Cambridge

Job Code

329057 Facilities & Oper Manager

Department

Alumni Affairs and Development

Union

00 – Non Union, Exempt or Temporary

Pre-Employment Screening

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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