Careers in the MIT Division of Student Life

General Summary:

Responsible for providing administrative and operational support for the graduate residence on behalf of Housing and Residential Services (HRS), Division of Student Life (DSL). Works closely with the Housing Operations Managers and Housing Unit-12 staff to provide customer oriented services including check-in and check-outs, record keeping, mail and package handling, and guest/visitor policies for residents and live-in staff. Conducts Break Officer support for staff breaks and meals, covers desk shifts for weekly desk staff to support vacations, sick time, and emergencies.

Primary Functions:

• Receive and process resident mail and packages for all residents.
• Provide email notifications to residents of package arrivals.
• Conduct check-in and check-out procedures to include verifying arrival dates, providing room access keys/packets, and ensuring forwarding address at check-out.
• Assist House Operations Manager in tracking of reported maintenance work orders, and notification for access to resident rooms for external contractors.
• Sign for, inventory, and track duplicate room keys used for lock-out procedures. Issue lock-out keys to verified residents and track status of keys during shift.
• Prepare key packages for move-in and record issuing of key and check-in to the residential hall via check-in platform.
• Receive and record key and check-out the resident(s) when the housing lease has ended.
• Input, track, monitor, and update all records for accuracy for key(s) issued, check-in, check-out, and number of residents in space on a monthly basis and provide a written report to the HRS Desk Services supervisors.
• Support implementation of resident guest policies by checking in and out all guests using Omnigo Reporting Software to ensure only authorized individuals are permitted to enter the residence hall and report all trespassers to the MIT Police.
• Observe GENETEC security cameras and fire and smoke alarm panels and notify Housing Unit-12 or MIT emergency services in the event of a security or safety issue.
• Assist HRS Desk Services supervisors with on-boarding and training of new staff and existing staff to assist in transition to a new position or enable movement of staff for operational needs.
• Notify other desk staff and HRS Desk Services supervisors of any pertinent issues that may have occurred during your shift.
• Assist HRS Desk Services supervisors as a Break Officer in providing desk coverage to enable staff breaks without closing desks during weekday operating hours.
• Expected to work Institute holidays and cover shifts during special closings.

Contacts Required to Perform Duties:

Desk Associates are required to conduct positive interactions with numerous residential and campus partners to be successful. These partners include but are not limited to students, family members, HRS and DSL staff, MIT faculty, Facilities staff, contractors. Desk Associates may also have contact with emergency personnel including the Cambridge Fire Department, MIT and Cambridge Police Departments, and Cambridge/Boston Department of Public Works.

Years of Experience:

Customer service or office experience preferred. Strong verbal, interpersonal, and written communication skills and strong customer service orientation is required as is the desire to work in a collaborative environment. Have excellent organizational and problem-solving skills and the ability to handle multiple tasks, set priorities, work independently, and work in a fast-paced environment. Demonstrate experience with the use of web-based programs including e-mail and Microsoft Office Suite. Ability to work in a diverse community and treat all residents, guests, and staff with respect regardless of race, gender, sexual orientation, beliefs, abilities or disabilities, or position or rank within the department.

Competencies:

• Ability to achieve success in new initiatives and processes by demonstrating commitment to action, information seeking, and service to students.
• Competency in both analytical and conceptual thinking.
• Ability to influence others through thoughtful collaboration and engagement in teamwork.
• Experience with computer software (Word & Excel), e-mail, electronic work order tracking systems essential, and web-based technology.
• Demonstrated experience and success working in a multicultural environment with a clear understanding of diversity, social justice, and inclusion in both student and workplace settings.

Education:

High school diploma or equivalent required. Bachelor’s degree strongly preferred with emphasis on customer-service or operations.

Moving Requirement:

Ability to move 50 pounds

Working Conditions:

Frequent moving or remaining stationary for extended periods of time may be required. Ability to ascend and descend stairs

Availability:

This position is a full-time position. This position is designated as essential personnel in accordance with the MIT Policy on Emergency Closing or Early Release. During emergencies, employees in this title are excused from their regularly scheduled work only with the specific authorization of their supervisors, regardless of any public announcement that the Institute is closed.

Common Requirements:

• Must treat colleagues, supervisors and all members of the MIT community in a professional and respectful manner. Acts in a manner that is consistent with the Department’s goal of providing high quality service to the Department’s customers. Must comply with all MIT and Department Policies and Procedures.
• Must have the sufficient language/communication skills to communicate with supervisor, colleagues and customers as required by the position. Must be able to read and understand written directions, safety signage and other documents. Must be able to use email, the IT equipment that is utilized for work order tracking software, and other types of job specific technology once Management has provided the necessary training.
• Must be able to successfully work independently and as a member of a team based on the varying nature of different tasks.
• Must report any unsafe conditions or hazards to immediate supervisor.
• This job description is intended to provide a summary of the position. It is not a complete list of all of the duties. An employee may be required to perform other duties that are related to the primary functions listed in the job description.
• MIT will conduct a background check (including checking criminal records) for finalists. For current MIT SEIU members, this background check will be done for finalists who are bidding for a promotion or for a voluntary transfer to another classification unit.

Apply Online: https://careers.peopleclick.com/careerscp/client_mit/external/search/search.html (Job ID #24986)

** To comply with regulations by the American with Disabilities Act (ADA), the principal duties in position descriptions must be essential to the job. To identify essential functions, focus on the purpose and the result of the duties rather than the manner in which they are performed. The following definition applies: a job function is essential if removal of that function would fundamentally change the job. 

Position Overview

The Manager of Residential Renewal Planning is responsible for supporting all aspects of projecting and planning for the current and future needs of MITʼs residential system. Working closely with the Director of Residential Renewal and Renovation, the Manager will be responsible for the following areas that the team is responsible to carry out: (i) Long-range planning, (ii) Short-term planning and (iii) Implementing departmental procedures.

(i) To support HRS’s long range strategic planning and prioritize projects, the Manager will systematize the collection of quantitative and qualitative building condition data inclusive of building systems and architectural/interiors to analyze and establish program standards to inform HRS program and long-range planning decision-making. Data will come from HRS systems, DOF work orders, DOF VFA Facilities Condition Assessment database, DOF building systems Subcommittees, EHS databases, OCP (for iconic and historic buildings), Sustainability Office and other areas. The Manager will provide data to inform then DOF building system subcommittees and serve on subcommittees, as assigned. As required for long term planning, the Manager will obtain or produce graphics, maps or space. The Manager will support the Director and the Financial Administrator in budgeting for Capital Renewal projects when funds and procurement are required from HRS.

(ii) To support short term planning, the Manager will project manage small scale interiors, building systems and Head of House move projects valued at less than $250,000, as assigned by the Director. Short term projects are typically scheduled during lower residential occupancy periods over the summer and during MIT’s Independent Activities Period (IAP) which occurs in the month of January. Other short term projects during the academic year include special projects sponsored by the individual houses such as student builds and art installations.

(iii) To define and maintain departmental procedures, the Manager will create a team manual that will include Institute project requirements and HRS-specific standard operating procedures and project management systems such as:

• Long range planning data collection as outlined above to ensure effective collaboration and integration with the Institute’s Capital Renewal program
• Small project selection criteria
• Transition documentation for HRS operations staff for project turnovers
• Health and safety risk factors
• Preventative maintenance planning
• Consultant selection

The Manager is part of the Renewal and Renovation team within the department of Housing & Residential Services (HRS), which is part of the Division of Student Life at MIT. The team also partners with the MIT Department of Facilities (DOF) and Office of Campus Planning (OCP), which has direct management over the major building systems, utilities and building envelope as well as MIT Environment Health and Safety (EHS). The residential system consists of 11 undergraduate residence halls with 3700 beds, 8 graduate residence halls with 2700 beds, and 3 MIT-Owned/Operated Fraternity and Sorority buildings (~3M sq. ft).

Principal Duties and Responsibilities (Essential Functions*)

• Collect and analyze, quantitative, qualitative, and graphic information to inform planning and decision making.
• Coordinate research and analysis with primary internal and external data sources.
• Documents goals and desired outcomes among individuals and groups.
• Solicit and organize input from HRS stakeholders including residents ((undergraduate, graduate, Heads of House (live-in faculty members), Area Directors (live-in staff members)) and staff (HRS operations staff and DOF staff).
• Input should be proactively managed and incorporated into the long-range capital plan, capital renewal projects and small project planning to keep priorities clear and consistent over time while also responding to valid emerging or unanticipated needs.
• Meet regularly with Housing Operations staff to identify and document building issues.
• Support development of a needs assessment for future Institute-wide initiative to develop a work order system that will serve HRS.
• Support contract management to ensure goals are achieved.
• Facilitate and evaluate long term planning studies including refining project scope as needed.
• Collaborate with the Assistant Director of Repair & Maintenance and House Operations Managers to support integration of maintenance and repair documentation and tracking with DoF R&M. Ensure that all building systems needs are covered with designated teams accountable for them.
• Consult with EH&S, including the Division of Student Life’s EHS liaison, in planning for HRS projects to ensure effective coordination of any safety issues and integration with MIT’s central EH&S department.
• Work with internal and external resources to understand and facilitate campus needs and priorities while meeting quality, time, and budget expectations for all projects managed.
• Provide backup coverage for the Assistant Director of Repair & Maintenance as needed.
• Other duties as assigned.

Supervision Received

The Manager is supervised by the Director of Residential Renewal and Renovation.

Supervision Exercised

Consultants and vendors engaged in planning and design and small projects.

Qualifications and Skills

MINIMUM REQUIRED EDUCATION AND EXPERIENCE:

• Bachelor’s degree in related field.
• Minimum of five years of relevant experience.
• Strong written and verbal communication skills required.
• Flexibility and adaptability to change with a solutions oriented approach to problem solving are essential to be successful in the Department of Housing & Residential Services.
• Working knowledge of government-mandated planning requirements.

PREFERRED EDUCATION AND EXPERIENCE:

• Bachelor’s degree in engineering, planning, architecture or an architectural discipline, construction management.
• Master’s degree in Planning/Management or Urban Planning preferred.
• Experience in architecture, engineering, planning, project management, or urban design; and management experience.
• Experience and comfort with technology such as CAD, Bluebeam Revu, MS Office, Google Docs; along with relevant MIT systems including: VFA; E-Builder, SAP, and others.
• Proven ability to work in a team-oriented fashion is highly valued.
• Higher education experience and LEED or Passive House certification are strongly preferred.

Competencies:

• Collaborating and building relationships
• Communicating with influence
• Demonstrating strategic agility
• Developing the potential of self and others
• Exercising integrity and credibility
• Focusing on the customer
• Fostering and inclusive community
• Implementing proactively and decisively
• Ability to achieve success in new initiatives and processes by demonstrating commitment to action, information seeking, and service to students
• Competency in both analytical and conceptual thinking.
• Ability to influence others through thoughtful collaboration and engagement in teamwork.
• Demonstrated experience and success working in a multicultural environment.

Working Conditions and Schedule:

• This position is a full-time on-site position with flexibility for remote work as projects dictate
• Frequent sitting, standing, and walking may be required for extended periods of time. Ability to climb multiple levels of stairs.

Employment is conditional upon successful completion of a background check and driver’s license check. A valid driver’s license and the ability to drive is required for this position.

Apply Online: https://careers.peopleclick.com/careerscp/client_mit/external/search/search.html (Job ID #25141)

** To comply with regulations by the American with Disabilities Act (ADA), the principal duties in position descriptions must be essential to the job. To identify essential functions, focus on the purpose and the result of the duties rather than the manner in which they are performed. The following definition applies: a job function is essential if removal of that function would fundamentally change the job.