Associate Director of Landscape, Recycling & Waste Services at Harvard University in Cambridge, Massachusetts

Job Description:

Harvard University


Position Title: Associate Director of Landscape, Recycling & Waste Services

Req ID: 67411BR

School or Unit: Campus Services

Description: Job Summary

Organizational Context: Energy & Facilities (E&F) operates and manages Harvard's energy supplies, district energy plants, and utility infrastructures on the Cambridge/Allston campuses, as well as a 24/7 facilities-related call, alarm monitoring, and dispatch center. E&F also provides a broad portfolio of unionized labor-based services, including building maintenance, landscaping, and custodial, to a large portion of the University, as well as engineering, technical, and sustainability services. Facilities Maintenance Operations (FMO), a department within E&F, offers primary building maintenance, landscape, fire safety, custodial, and event support services to Harvard schools and departments on a fee-for-service basis. All services are provided in strict accordance with regulatory requirements and customer-determined standards.

Campus Services Mission Statement:

To advance Harvard University's mission of teaching and research, we partner to provide stewardship, strategies, and services that create exceptional community experiences.

The Associate Director is guided at all times by the mission, vision, and principles of Campus Services and instills a commitment to these values among all team members. The Associate Director fosters a welcoming, supportive, and diverse workforce and environment.

Reporting to the Senior Director, the Associate Director assists with the day-to-day management of the Department; supervises and coordinates the activities of assigned personnel to include an overall organization consisting of approximately two (2) Managers and approximately three (3) to four (4) Supervisors; and indirectly supervises non-exempt unionized hourly employees and associated third party contractors and vendors.

This position provides senior level management support across all work groups within the FMO Landscape Services and Recycling & Waste Management Service units, has direct supervisory responsibility for multiple work groups, and is responsible for overall service delivery, leadership and management of staff, customer satisfaction, and financial performance of assigned work groups and projects.

Position Description

• Directly supervises multiple work groups providing landscape, recycling & waste management, and event support services to facilities and/or areas of the Harvard campus on a fee-for-service basis. Managerial assignments may evolve in structure and scope based on organizational need. Manages all operations in accordance with customer expectations and departmental objectives.
• Provides leadership to and supervision of all assigned staff; responsible for ongoing performance management, training, mentoring, hiring, and development planning for staff, in a union environment while promoting an inclusive and innovative work
  
  environment. Manages to and ensures compliance with union contracts, University procedures and policies, and regulations.
• Communicates with customer representatives to determine service/support requirements and develop service delivery strategies that are responsive to their requests and needs. Provides recommendations, scopes of service, proposals and cost estimates to customers as needed.
• Maintains regular contact with customers (electronic and face-to-face) to ensure optimal communication of activities, alignment of priorities and effectiveness of services. Oversees routine inspections of scheduled work assignments across all supervisory areas to ensure effective performance of all cleaning and related support services.
• In collaboration with the Senior Director this position establishes and/or implements work performance standards and measures for all employees to ensure service delivery and customer satisfaction expectations are consistently met.
• Optimizes customer feedback systems and measurement reports using the specialized work management database(s) to accurately reflect the effectiveness of cleaning programs and related services. Negotiates, prepares, and manages measurable service agreements to ensure customer satisfaction and departmental success. Adheres to Customer Service Level Agreement (SLA's).
• Directs and supports the Associate Manager of Landscape Services in the design and oversight of fully organic turf and tree care programs in accordance with industry best practices and requirements of faculty or department representatives throughout the campus.
• Selects and manages outside contractors to provide specialty services and supplemental labor as needed. Typically, contracted services may include: snow removal, road and walkway paving, large fence and irrigation system installations, specialized tree care programs (spraying, large specimen installation and removal).
• Serves as a leadership and/or technical resource for ad hoc university committees on landscaping, trash, recycling, and environmental impact studies.
• Provides daily direction and oversight for the Associate Manager of Solid Waste and Recycling Services. Oversees the University-wide solid waste and recycling programs including daily materials removal from more than 300 buildings. Negotiates terms and conditions for multi-year contracts with waste haulers and auxiliary service providers.
• Works closely with FMO Director and the Campus Services Environmental Health and Safety (EH&S) Compliance Officer(s) to develop, implement, and maintain worker safety and training programs in compliance with all applicable local, state, and federal laws regulations.
• Prepares and monitors annual operating and financial plans for both the Landscape and Solid Waste and Recycling business units.

Job-specific responsibilities continued in Additional Information...

Basic Qualifications

• Bachelor's Degree in horticulture or related field, or equivalent experience required.
• Minimum eight (8) years of progressive management experience in an effective service group in a mid- to large-scale landscape crews, including the installation and maintenance of lawns, trees, shrubs, and irrigation systems and operations with high standards for service delivery and customer care.
• Supervisory experience required.

Additional Qualifications and Skills

• Demonstrated proficiency using various computer software systems and applications such as Microsoft Office (Word, Excel, Outlook) and web-based applications required. Experience utilizing asset and work management systems required.
• Demonstrated ability to read, write and perform financial calculations.
• Demonstrated ability to successfully manage multiple projects and tasks simultaneously.
• Must project knowledgeable and professional image to customers and co-workers.
• Ability to understand, interpret, and enforce Departmental, University, and governmental procedures, policies, and regulations.
• An understanding of Harvard's academic, administrative, and collective bargaining agreement structures is strongly preferred.
• Demonstrated leadership abilities and willingness to both lead a team and serve as an active team member, demonstrated ability to solve complex problems involving multiple parties without clear lines of authority, demonstrated ability to implement data-driven decision-making and process improvements, and demonstrated ability to maintain flexibility in assignments and work with constrained resources on tight deadlines or in emergency response roles.
• Demonstrated ability to develop favorable interpersonal relationships in a diverse, customer-focused environment. Demonstrated excellence in written and oral communications.
• Demonstrated ability to prioritize, delegate, and manage multiple responsibilities in a dynamic, fast-paced environment.
• In-depth knowledge of landscaping, trash and recycling technology and procedures utilized in a higher education setting.
• Working knowledge of network-based systems preferred. Familiarity with handheld computing, equipment diagnostics, bar-coding, and related technologies desired.
• Ability to communicate effectively.

Working Conditions

• Must possess a valid driver's license and provide his/her personal vehicle to travel on and off campus.

Working Conditions

Emergency Status Designation: Critical Operations Personnel (required to provide on-site support during emergency situations as determined by management).

Additional Information

Job-specific responsibilities continued...

• In collaboration with the Senior Director, implements and continually refines programs for training new employees and re-training existing employees on environmental health and safety compliance, effective "green" cleaning procedures and customer service skills. Provides support to the Senior Director in managing and/or maintaining certification processes, e.g., safety trainings, etc.
• Exercises and continuously refines the emergency response capacity of FMO Landscaping, Recycling & Waste Management Services, including contingency planning for: severe weather conditions (e.g., snow, ice, wind, and rain), building and grounds flooding, tree trimming, and removal, cleanups, and other potential incidents as required. Provides 24/7 emergency response to constituent community.
• Ensures workforce compliance with all applicable federal, state, and local regulations related to environmental issues, workplace safety and ADA requirements.
• Assists in the negotiation and management of contract agreements with Harvard Purchasing and vendors for effective procurement of materials, supplies, specialty services and supplemental labor. Oversees supervisory compliance and accuracy with weekly payroll protocols and procedures.
• Works closely with the Senior Director of FMO and the Campus Services business support staff to develop and administer annual operating budgets and plans for new business opportunities.
• In coordination with the Senior Director, participates in/supports the negotiation strategy associated with landscape, recycling & waste management services collective bargaining agreements.
• In coordination with the Senior Director, conducts regular meetings with customers, ATC (Union), University administrators, and other stakeholders to ensure collaborative partnerships and discuss areas of concern.
• Assists Senior Director and others with all aspects of Events Support planning and execution, including representing FMO at selected planning meetings, developing critical logistics, and managing performance of event support crews.
• Assists Senior Director in preparing the Department's fiscal budget, justifying budget expenses in salary and non-salary accounts; prepares and submits the capital budget needs for cleaning equipment, furnishings, etc.; assists with analyzing budget reports to ensure that the budget remains within its limitations; investigates variances and submits reports to the Senior Director.
• Partners with others across Campus Services groups, customers, and the University community at large to achieve optimal delivery of E&F services and efficient use of resources.
• Leads and/or provides support for special projects (short and long-range), initiatives, and performs other duties and tasks as assigned or required.
• Performs other related duties as required.

Additional 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.

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.

Department Office Location: USA - MA - Cambridge

Job Code: 329059 Facilities & Oper Manager

Job Function: Facilities

Work Format: On-Site

Sub Unit: Energy & Facilities

Salary Grade: 059

Department: Energy and Facilities: Facilities Maintenance Operations


Union: 00 - Non Union, Exempt or Temporary

Time Status: Full-time

Pre-Employment Screening: Criminal, DMV, Drug Testing, Education, Employment, Identity, License/Cert.

Schedule: Monday - Friday: 8am - 5pm

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.

EOE 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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