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.