Facilities Coordinator at Harvard University in Cambridge, Massachusetts

Job Description:

Harvard University


Position Title: Facilities Coordinator

Req ID: 67623BR

School or Unit: Harvard Art Museums

Description: Job Summary

Join the dynamic and highly effective team supporting one of the country's premier arts institutions. Reporting to the Senior Facilities Manager, the Facilities Coordinator supports the Harvard Art Museums facilities management team in the operation, maintenance and enhancement of the diverse spaces occupied by the art museums' staff and collections. Working in the four local Harvard Art Museums properties, the Facilities Coordinator supports all aspects of the Facilities Planning and Management office in both daily activities and project management tasks, with a primary focus on financial coordination.

This position is based in Cambridge, MA and is on-site. There will be occasional travel to other art museums properties in Cambridge and Somerville, MA.

Position Description

FINANCIAL (50%)

• Tracks and processes invoices, Major Expense Forms (MEF), and purchasing card transactions via Harvard's Buy2Pay portal. Tracks and monitors expenses.
• Manages facilities billing email account.
• Assists with budget planning.
• Manages the Facilities Department contract process (with Finance Department colleagues), expense approvals, and invoices, and processes credit card expenses in Concur.
• Prepares MEFs and AdobeSign documents with Facilities department managers.

ADMINISTRATION AND COORDINATION (40%)

• Provides administrative support to the Director of Facilities Management and department staff.
• Manages department email accounts, calendars, and meeting schedules.
• Orders materials and supplies. Updates spreadsheets for utilities, emergency contacts, etc.
• Oversees and updates floorplan references and edits in Centerstone; revises the internal telephone directory and publishes on the Museums' intranet, H/net.
• Maintains Facilities department files and assists other key departments when needed.
• Acts as the first point of contact and liaison between department staff, contractors, and inquiries.
• Manages office and cell phone orders, repairs, and leased copiers.
• Coordinates with museums staff on facility issues and assists with phone service and onboarding for new staff.
• Assists with contractor escorts.
• Attends cross-department meetings and handles event function forms and requests.
• Assists with AV and lighting needs, ergonomic requests, and classroom requirements.
• Supports recycling and energy conservation initiatives.

PROJECT MANAGEMENT / SPECIAL PROJECTS (10%)

• Supports special projects by contributing to research, coordinating meetings, supporting cross-departmental events, AV needs, and energy conservation efforts.

Basic Qualifications

Candidates MUST meet the following basic qualifications to be considered for this role:

Minimum of 3 years of related administrative/office experience; education beyond high school in a related degree/certificate program may count toward experience.

Additional Qualifications and Skills

Some college education strongly preferred; proficient in Microsoft Office Suite (MS Word, Excel, etc.) and Adobe Acrobat; familiarity with financial and building operations systems preferred, but not required; demonstrated project and problem-solving mindset; excellent time management; ability to work with all levels of an organization and to demonstrate high degrees of diplomacy and customer service; ability to work independently and to complete tasks, while seeking approval and assistance, as needed.

Additional Information

This position has a 3-month orientation and review period.

Harvard University does not provide visa sponsorship.

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.

About Us

The Harvard Art Museums

Ever since their founding, the Harvard Art Museums-the Fogg Museum, Busch-Reisinger Museum and Arthur M. Sackler Museum-have been dedicated to advancing and supporting learning at Harvard University, in the local community, and around the world. Displayed in galleries that mix not only media but schools of art, the collections at Harvard are celebrated and interrogated within a larger story of artistic expression and historical and contemporary issues. The diverse collection is among the largest in the United States. Through research, teaching, professional training, and public education, the museums strive to advance the understanding and appreciation of art.

The museums value staff diversity and are committed to building a culturally diverse community. We encourage candidates from underrepresented groups to apply.

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.

LinkedIn Recruiter Tag (for internal use only)

#LI-KP1

Department Office Location: USA - MA - Cambridge

Job Code: 403134 Coordinator I

Job Function: General Administration

Work Format: On-Site

Sub Unit: ------------

Salary Grade: 054

Department: Facilities


Union: 55 - Hvd Union Cler & Tech Workers

Time Status: Full-time

Pre-Employment Screening: Credit, Criminal, Identity

Schedule: Full time. Monday through Friday. 35 hours per week.

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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