DSL Open Positions














FSILGs

Associate Dean for Residential Life

Residential Life Programs

Core Function and Responsibility:

Reporting directly to the Senior Associate Dean for Residential Education, the Associate Dean provides strategic direction and leadership in establishing educational priorities and programming goals to support community building and individual student growth and development in undergraduate halls and houses in Residential Life. The Associate Dean works in partnership with undergraduate house teams to support them in their work with students, acclimate and offer continuing education opportunities for graduate resident advisors and resident peer mentors, supervise the live-in associate and assistant director staff, promote faculty involvement, provide leadership development for students and staff, enhance community building, promote student learning in the residence halls and houses, and oversee Residential Education first-year programs. The Associate Dean ensures the delivery of results with respect to educational initiatives in the residence halls and partners with Graduate Residential Life to ensure continuous and consistent program efforts in Residential Life at MIT.

Characteristic Duties and Responsibilities

  • Lead strategic planning efforts in establishing educational priorities, programming goals, and ongoing assessment of program effectiveness to support community building and individual student growth and development in undergraduate halls and houses.
  • Serve as a liaison and advisor to faculty undergraduate and graduate heads of house to ensure house-based programs and initiatives align with the goals of the Division of Student Life, promote student safety and wellbeing, community building, and student support, and to employ and assess effective risk management strategies. Maintain regular communication with Heads of House about relevant student and community information and initiatives.
  • Supervise and provide leadership to a team of 10 staff including 7 assistant directors/area directors and three associate directors/senior area directors. Provide guidance and support to staff, make final decisions on hiring, promotions, salary increases, and terminations within URL, pending the Senior Associate Dean’s approval. Provide staff development opportunities, evaluations, and on-going performance management.
  • Assist in orientating new and returning Heads of House and Associate Heads of House to ensure the successful functioning of the residential system.
  • Collaborate with Housing and Residential Services to oversee implementation of the Vice President’s housing assignment redesign effort for first-year housing assignments and move-in programs, including Welcome Week programs and I3 videos.
  • Discuss, plan and delegate major project assignments to URL staff; determine programmatic objectives and priorities, and coordinate area director special assignments.
  • Oversee and partner with student leaders and house teams to coordinate Residential Exploration (REX) and Campus Preview Weekend (CPW) program development.
  • In conjunction with faculty, facilitate increased educational programming in undergraduate residence halls and houses, particularly in an effort to increase faculty and staff contact in the student residences.
  • Oversee the Dean on Call program and serve as a secondary responder. Provide a channel for communication with affected students and student groups to ensure concerns are heard and addressed.
  • Advise and support self-governance in the houses, including advocacy and support for Dormitory Council.
  • Oversee the Graduate Resident Advisor program (GRA), including selection, training, communications, and budgeting.
  • Oversee the Resident Peer Mentor program (RPM), including selection, training, communications, and budgeting.
  • Oversee event registration management for undergraduate residence halls and houses.
  • Plan and implement first-year orientation events for Residential Education and first-year student retreats and coordinate residence-based first-year programs, including retreats, workshops, and seminars.
  • Manage the Residential Life budget and ensure that funds are spent carefully and that budget planning is aligned with both the DSL and MIT missions and the Residential Life strategic plan.
  • Develop and maintain a working environment that supports and advances the Institute’s commitment to collaborative working relationships within the Division of Student Life and other MIT administrative offices.
  • Provide direction to staff to promote and strengthen diversity and inclusion programs and initiatives among students and staff.
  • Serve as a Deputy Title IX coordinator for undergraduate students.
  • Co-chair the Division of Student Life’s Hazing Prevention and Education Committee, including overseeing prevention, outreach, and education efforts.
  • Assist the Senior Associate Dean for Residential Education in the development and implementation of strategic planning and assessment efforts and special projects, and represent Residential Education on Institute and Division committees as needed.

Supervision Received:

Direction is received from the Senior Associate Dean for Residential Education.

Supervision Exercised:

This position directly supervises the Undergraduate Residential Life Associate Directors/Senior Area Directors and Assistant Directors/Area Directors.

Qualifications

  • Master’s degree in related field preferred. Minimum of 7 years of progressive experience in student affairs required preferably in the design, coordination, and evaluation of Residential Life programs.
  • Previous supervisory experience of full-time professional staff with a proven ability to work collaboratively, raise issues, and facilitate decisions is required.
  • Strong understanding of student development and cultural change is essential.
  • Proven ability to work and lead in a cross-functional, fast-paced, educational environment is necessary.
  • Demonstrated success in the development of professional staff is highly desired.
  • Excellent written and oral communications skills; excellent interpersonal skills required.
  • Must be achievement oriented, with demonstrated ability to influence others.
  • Experience working with diverse student populations, strong organizational skills and collaborative skills are important considerations.
  • Direct knowledge and experience working with residential communities is highly desirable.
  • Widespread knowledge of student life and higher education is required.
  • Must be available to provide support for off-hours, weekends, and/or holidays as required.
  • Background check is required

** To comply with regulations by the American with Disabilities Act (ADA), the principal duties in job 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.

MIT is an Equal Opportunity Employer. We strongly encourage diverse candidates to apply.

Apply online. Job Code: 19202

Assistant Dean for LBGTQ+ Services, Womxn, and Gender

LBGTQ+Services

Overview, Functions, and Responsibilities:

LBGTQ+ Services, Womxn, and Gender supports numerous students and student organizations at MIT in order to foster equity, intersectionality, and the continuum of social justice. From individual student support to organizational development and institutional policy advocacy, LBGTQ+ Services, Womxn, and Gender' support, programming, and educational endeavors aim to enhance the experiences of marginalized gender identities, gender expressions, and sexual orientations of those at MIT. These communities include, but are not limited to, womxn, LBGTQ+, transgender, and non-binary individuals..

The Assistant Dean (AD) for LBGTQ+ Services, Womxn, and Gender provides opportunities for all student, and other members of the MIT community, to explore, organize, and promote learning around topics related to womxn, gender identity and expression, and sexual orientation. The office also facilitates a greater responsiveness to the needs of needs of marginalized gender identities, expressions, and sexual orientations. through education, outreach, and advocacy. While the focus of the position is working with students, the AD may occasionally become involved in work related to their areas of expertise that affect the MIT community at large.

The Position:

The Assistant Dean oversees the work of LBGTQ+ Services, Womxn, and Gender which serves the needs and interests of marginalized gender identities, expression, and sexual orientations as it relates to womxn and the intersection of these identities.

Essential functions include developing and providing intersectional training, programs, and educational materials on affirming womxn, and LBGTQ+ people to students, faculty, and staff. These functions can be divided into three areas:

Education and Outreach

  • The Assistant Dean sets the vision and strategic priorities for educational and outreach programs including peer education, social justice programming (in collaboration with the Office of Multicultural Programs and other campus partners) and serve as an instructor for related courses and training.
  • The AD develops assessment and marketing tools for educational programs, as well as LBGTQ+ Services, Womxn, and Gender events and activities.

Advocacy

  • The Assistant Dean advocates for the distinctive needs and concerns of womxn and the LGBTQ+ community at MIT.
  • The Assistant Dean contributes to the cultivation of a supportive, and inclusive educational environment across MIT by promoting awareness and understanding of issues and topics affecting marginalized gender identities, expressions, and sexual orientations including: cisgender womxn, transgender womxn, female coded individual, non-binary identities, and LBGTQ+ communities.
  • The Assistant Dean works with colleagues across MIT to increase the campus community's commitment to and ability to affirm – in classrooms, student groups and organizations, workplaces, and other MIT spaces – womxn and LBGTQ+ people and their experiences.
  • The Assistant Dean develops and implements a strategic plan for LBGTQ+ Services, Womxn, and Gender that builds on the vision for Intercultural Engagement.
  • The Assistant Dean attends committee meetings, takes walk-in appointments with students, represents LBGTQ+ Services, Womxn, and Gender across campus, and serves as the liaison with alumnx constituencies and outside organizations.
  • The AD establishes the strategic priorities for leadership development and advising of students who participate in LBGTQ+ Services, Womxn, and Gender programs and related student organizations, among other related duties.

Management and Operations

  • The Assistant Dean is responsible for general functions of LBGTQ+ Services, Womxn, and Gender including coordinating the development and maintenance of resources, including web resources, print resources, and the LBGTQ+ Services, Womxn, and Gender library.
  • The Assistant Dean is responsible for oversight of the management and operations of the Rainbow Lounge and the Cheney Room; the Assistant Dean assists in the management of the SPXCE Intercultural Center.
  • The Assistant Dean champions fundraising efforts related to the office.
  • The Assistant Dean may respond to crisis as needed.

Supervision Received:

The Assistant Dean reports to the Senior Associate Dean for Diversity and Community Involvement and has a formal ‘dotted line’ reporting relationship to the Associate Dean for Intercultural Engagement. The Assistant Dean is part of the Intercultural Engagement leadership team.

Supervision Exercised:

The Assistant Dean directly supervises the Assistant Director of Intercultural Engagement for LBGTQ+ Services, graduate interns and several student assistants.

Qualifications and Education:

  • Master’s degree in Higher Education Administration, Student Affairs, Higher Education Student Personnel Services, or closely related field preferred.
  • Experience working in a college or university setting.
  • Five years, progressive full-time experience in areas related to intercultural education and program administration.
  • Experience with supervision of professional staff, budget oversight and fundraising required.
  • Proven knowledge and a track record of successfully addressing issues regarding gender, womxn, trans, non-binary, and LBGTQ+ communities.
  • Understanding of the social justice frameworks and experience using these frameworks in program development and coordination.
  • Demonstrated ability to lead department strategic planning and implementation.
  • Leadership training and student organization advising experience; experience with peer education/facilitation programs.
  • Proven record of engaging students in program development and implementation.
  • Ability to connect with students and earn their trust while establishing and maintaining appropriate limits/boundaries.
  • Excellent interpersonal and conflict management skills; ability to identify both problems and potential solutions.
  • Ability to work collaboratively with others in an environment of multiple voices, stakeholders and perspectives; demonstrated effectiveness in working with diverse populations.
  • Ability to exercise a high level of discretion and confidentiality concerning all work-related information.
  • Ability to balance and satisfy competing deadlines and personalities, maintaining professionalism under pressure and in sensitive situations.
  • Excellent oral and written communication skills.
  • Ability to work independently and as a member of teams.
  • Proven knowledge and a track record of successfully addressing issues regarding gender, womxn, trans, non-binary, and LBGTQ+ communities. Experience with supervision of staff, budget oversight and fundraising. Leadership training and student organization advising experience. Strong problem solving ability; excellent interpersonal and conflict management ability. Effective in working collaboratively with multiple stakeholders.

** To comply with regulations by the American with Disabilities Act (ADA), the principal duties in job 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.

MIT is an Equal Opportunity Employer. We strongly encourage diverse candidates to apply.

Apply online. Job Code: 19424

Assistant Director of Residential Life/Area Director (AD)

Undergraduate Residential Life

Core Function and Responsibility

The MIT residential system has a long history of partnership among faculty, staff, and students to create a vibrant atmosphere for living and learning. Each house is led by a head of house, who leads a live-in house team comprised of an assistant director/Area Director (AD), graduate resident advisors (GRAs), and a house operations manager. In addition, students play a significant role in this partnership, building community in the residences through strong house governments, a resident peer mentor program, and a variety of other student-led activities and programs. The result is distinct residential communities that support diverse residence halls.

The assistant director of residential life/AD is a live-in professional responsible for furthering the educational mission of MIT, the Division of Student Life, and the Office of Undergraduate Residential Life, under the direction of the head of house in their respective living community and the associate dean for undergraduate residential life. Guided by the head of house, the assistant director/AD partners with the house team to build a sense of community that encourages personal growth, accountability, health and safety, and a sense of belonging. The assistant director/AD is also responsible for supporting housing services, including working with the head of house and student leaders on room assignments and with the house operations manager on the move-in/move-out process. As a member of the dean on call team, the assistant director/area director responds to student crises and emergency situations.

Characteristic Duties and Responsibilities

  • Work collaboratively with and support heads of house to manage day-to-day aspects of house life, where the assistant directors/ADSs are primarily responsible for:
    • Implementing and realizing the programmatic and student life priorities of the heads of house and the house team;
    • Advising and supporting students’ holistic development;
    • Serving as a referral agent to campus resources; and
    • Upholding MIT policies and practices consistently by having advising conversations with students or floors/entries and/or collaborating with the Office of Student Conduct to address student behavior concerns.
  • Engage students in cultivating a sense of belonging and an enriching living environment for all. Working with the house team, foster an inclusive living community that promotes respect, dignity, and a safe and secure environment.
  • Partner with the Head of House, the Division of Student Life staff, and other house team members to:
    • Implement graduate resident advisor and resident peer mentor selection, preparation, and ongoing education;
    • Promote community wellbeing, manage roommate conflicts and minor misconduct, and support students in distress;
    • Help orient and advise students in house leadership roles.
    • Work with the head of house to provide assistance and support to room assignment chairs who, with the house team, are responsible for coordinating house room assignment processes so that those processes are consistent with MIT housing assignment principles.
    • Coordiante with the heads of house to address issues related to the implementation of room-assignment processes, this is especially important when the Head of House or AD is new to the role
    • Coordinate with the head of house and house operations manager, to provide support for house-based Welcome Week and Orientation activities and programs
    • Partner with Student Support and Wellbeing to help students receive holistic, seamless, and comprehensive support
  • Serve as a primary responder in the Dean-on-Call rotation, addressing student crises and other critical incidents.
  • In accordance with requirements for reporting per Title IX, serve as a responsible employee, who is obligated to report incidents of sexual misconduct to the Title IX and Bias Response Office.
  • Serve on appropriate MIT and DSL committees, special projects, and participate in DSL special assignments.
  • As appropriate, serve in secondary assignment roles to facilitate skill growth and development, as well as building capacity across DSL.

Supervision Received

Direction is received from the Associate Dean for Undergraduate Residential Life.

Supervision Exercised

Not Applicable.

Qualifications

  • Master's preferred in higher education administration, social work, counseling, or other related fields.
  • Minimum two years of full-time experience in Residential Life/Student Affairs is required.
  • Candidate must possess experience in leadership development, advising, crisis intervention and response, counseling, and residential education.
  • Ability to work with students, colleagues, and faculty to build a welcoming living-learning residential community.

Term of Service

Appointed by the senior associate dean for residential education, assistant directors/ADs serve a one-year renewable appointment with an expected total 4-year term of employment. The position also has the possibility of a 5th year renewal dependent upon organizational needs. In consultation with the head of house, assistant director/ADs will have an annual performance review, conducted by the associate dean for undergraduate residential life. Assistant directors/ADs and their partners will undertake a background check prior to appointment. Employment is conditional upon the successful completion of a background check.

MIT is an Equal Opportunity Employer. We strongly encourage diverse candidates to apply.

Apply online. Job Code: 20378

Administrative Assistant II, Disability and Access Services

Disability and Access Services

Basic Functions and Responsibilities:

Performs administrative duties in support of Disability and Access Services (DAS). With extensive student contact, the administrative assistant plays a key role in ensuring access for qualified students with disabilities. Provides information, coordinates services, and responds to inquiries from MIT faculty, staff, students and family members, and the general public, requiring a broad understanding of MIT’s DAS Services and ADA policies and procedures. Provides ancillary coverage to Student Support Services (S3).

Characteristic Duties and Responsibilities:

General Administration

  • Serves as a key source of information for students and other Institute personnel. Responds to inquiries about DAS and MIT’s ADA policies which requires in depth knowledge of policies and procedures. Also provides ancillary support to Student Support Services and, as necessary, the Division of Student Life.
  • Accountable for maintaining student records, files and database, including data entry, securing and filing confidential documents and general record maintenance. Uses discretion and good judgment in all situations. Responsible for ongoing communication with faculty and staff to coordinate, review and monitor accommodations for students.
  • Prepares student accommodation letters.
  • Maintains electronic files and updates procedural manuals.
  • Provides assistance with student accommodations including scheduling communications access providers for students with hearing loss; coordinating exam accommodations for students; assisting academic and administrative departments with accommodation logistics; and hiring student employees and external providers.
  • Assists with the operation of the 5-104 office suite, which includes, but is not limited to, creating work orders, ordering office supplies and verifying Procard charges.
  • Supports S3, by providing complex administrative support for the S3 staff which includes scheduling appointments, and updating the S3 database. Also serves as the receptionist for students and visitors. Must distinguish between emergencies and regular meetings and respond to walk-in clients, in addition to regular appointments.

Finance

  • Responsible for creating all purchase orders, journal voucher transfers, acquisition, documentation and reconciliation).

Communications and Publications

  • Composes and designs documents such as Power Point ADA presentations and handouts for the MIT community.
  • Maintains the information/text for DAS website. Provides support in maintenance of web information by regularly updating the links and testing the site for screen reading accessibility. Also responsible for responding to all student accommodations requests that are submitted via website.
  • Supports the Associate Dean who manages services for guests with disabilities during Commencement. Responsible for answering all accommodation requests and for making decisions by using discretion and good judgment.
  • Assists with Commencement activities including recruiting staff to serve as ambassadors to guests. Participates in meetings and trainings of the Commencement Team. Responds to students and families who request accessibility assistance for Commencement. Tracks registration of guests in reserved search section. Coordinates the order, delivery and pick-up of wheelchair fleet. Schedules ASL interpreters for Doctoral Hooding and Commencement.
  • Performs other duties as assigned by the Associate Dean, Disability and Access Services, or the Senior Associate Dean for Student Support and Wellbeing.

Supervision Received:

Supervision provided by the Assistant Director, Disability and Access Services.

Supervision Exercised:

None.

Qualifications and Education:

A bachelor degree preferred. Three or more years of experience is required. Knowledge of MIT is desired. Must possess strong interpersonal and communications skills and the sensitivity to properly handle confidential information. Demonstration of initiative, flexibility and ability to work in a high energy, dynamic environment is necessary. Should demonstrate evidence of the ability to work in a collaborative, team environment. Attention to detail, ability to meet deadlines, multi-task, prioritize, and ability to establish boundaries are all essential. Ability to work with spreadsheets, databases, web software and generally navigate technology is a requisite.

** To comply with regulations by the American with Disabilities Act (ADA), the principal duties in job 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.

MIT is an Equal Opportunity Employer. We strongly encourage diverse candidates to apply.

Apply online. Job Code: 19717

Audio Visual Specialist

Audio Visual Services

Position Overview:

A highly skilled audiovisual technician who is able to work independently and proactively in a fast paced, high pressure, and high-profile educational environment. Communicate effectively and professionally with co-workers and clients to execute planned events, solve complex technical and logistical problems, and maintain a high level of customer service and customer satisfaction.

Duties and Responsibilites (Essential Function):

  • Work independently, as part of a team, or as the leader of a team to setup, troubleshoot, operate, and strike small and large portable and installed audiovisual systems.
  • Work independently, as part of a team, or as the leader of a team to provide support for web-based and hybrid events (meetings, webinars, conferences) including needs-assessment, event planning, technical troubleshooting, and technical support.
  • Work closely with manufacturers, vendors, technical support, and other resources to solve complex problems with various audiovisual equipment and systems.
  • Operate and support classroom and conference room audiovisual systems and equipment.
  • Act as audio and/or video technician operating digital and analog audio mixers, video/computer switchers, laptops, and various peripheral equipment used in AV presentations and events.
  • Maintain installed audiovisual systems in classrooms, lecture halls, and conference rooms. Replace consumable items like projector lamps, cables, computer interfaces, and related equipment. Escalate complex problems in installed systems to other department staff or outside services to complete repairs. Act as a resource for future installations and assist in installations as needed.
  • Produce accurate documentation of equipment, procedures, and systems.
  • Assist with and contribute to the building of audiovisual systems, including rack fabrication, installation, commissioning, and testing, to very high standards of quality, reliability, and usability.
  • Utilize specialized and common software for event planning, inventory management, billing management, and communication.
  • Perform routine maintenance and inventory of portable and installed audiovisual equipment and systems.
  • Work closely with administrative staff to ensure proper billing for services.
  • Instruct end-users and other staff on the features and operation of installed and portable audiovisual systems and components.
  • Proactively and consistently work to gain knowledge of existing and emerging audiovisual technologies and act as mentor and trainer for other staff.

Technical Requirements

Competency in the operation of various measurement and diagnostic tools and equipment such as multimeters, video/audio test and signal generators. The ability to demonstrate proficiency in soldering skills and safe use of selected hand and power tools used in the audiovisual industry. Has High-Level Knowledge of one of the following technology categories as well as a working proficiency of the other categories as they relate to event support and/or audiovisual system installation:

Category: Video and Display Technology

  • Crestron control systems, Extron and Crestron interfaces, touch panels, matrix switchers, scalers, and other components used in video signal path.
  • Video technologies including LCD, DLP and Laser video projection, HD flat panel displays and video walls.
  • Ability to quickly diagnose problems and solve issues in complicated video signal paths.
  • Ability to set up, operate, and troubleshoot video cameras and web cameras for recording, streaming, and/or web-conferencing applications.
  • Ability to use video patch bays, scalers, splitters, and other peripherals to route signals.
  • Video signal standards such as Y/C (S-Video), VHS, PAL, ATSC, NTSC, SECAM, RGB, composite (CVBS), component, HDTV/SDTV, VGA, XGA, UXGA, HDMI, SDI, and other analog and digital standards.
  • Familiar with industry standard installed and portable mounting and stacking systems for projectors and displays.
  • Functional knowledge of Video-over-IP Technologies.

Category: Audio Technology

  • Audio gain structure, equalization, and audio signal flow.
  • Various types of wired microphones and wireless microphone systems, including analog and digital systems.
  • Analog and digital audio systems, including analog and digital audio mixers, analog and digital audio snakes, and other analog and digital audiovisual technologies.
  • Portable and installed sound systems, and ability to setup, troubleshoot, and operate small and large portable and installed sound systems.
  • Ability to setup multiple types of audio mix configurations for live and studio events.
  • Ability to use audio patch bays to route signals.
  • Audio recording technologies, file formats, simple editing, burning of audio compact discs, and file transfers.
  • Providing sound reinforcement of speech and musical performances of various types including World, Jazz, Rock, and Pop.
  • Audio-over-IP technologies, such as Dante

Category: Computer and Web Technology

  • Use of Windows and Mac operating systems.
  • Skill in interfacing computers with various displays and/or audiovisual systems and components.
  • Demonstrate deep understanding and proficiency using presentation software, such as Microsoft Office, Keynote, etc.
  • Common web conferencing platforms, such as Skype, Zoom, GoToMeeting, etc.
  • Proficiency in file transfer and interfacing computers with external hard drives and peripherals.
  • Understanding of TCP/IP and FTP.

Physical Requirements:

Must be able to lift 40lbs. Must be able to utilize various tools for maintenance and/or repair of audiovisual equipment.

Candidates for the Audiovisual Specialist positions will:

  • Maintain high standards of professionalism, personal integrity, safety, and ethics.
  • Be team oriented, flexible, and have good customer skills.
  • Work effectively with co-workers and clients and communicate effectively and professionally.
  • Demonstrate tactfulness and responsibility, maintain silence regarding confidential information, make decisions based on personal judgement and verifiable criteria.
  • Perceive and disseminate details in a variety of written materials.
  • Understand and apply proper industry terminology and methods.
  • Work well with others.
  • Work independently as a leader of a team and as part of a team to strategize and solve complex problems under pressure and with great attention to detail.
  • Be highly accountable, punctual, responsive, and have a reliable method of transportation.

Education:

Graduation from high school required. Completion of two or four-year college program or technical school curriculum in audio, video, or electronics disciplines preferred. Minimum of four years of experience in corporate, education, or event production audiovisual work preffered. A combination of education and experience considered

Certifications:

Audiovisual industry certification or training (AVIXA CTS, CTS-D, CTS-I) preferred. Other industry and manufacturers certifications and training considered.

** To comply with regulations by the American with Disabilities Act (ADA), the principal duties in job 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.

MIT is an Equal Opportunity Employer. We strongly encourage diverse candidates to apply.

Apply online. Job Code: 19740

Program Assistant

Office of Student Conduct & Community Standards

Position Overview:

Provide administrative support to staff, programs, and activities of the Office of Student Conduct & Community Standards (OSCCS) and MIT Committee on Discipline. Enable OSCCS to meet its mission by working on complex and sensitive student conduct cases; planning and coordinating meetings, programs, and other events; expertly arranging logistics needed for OSCCS to function effectively; and participating as a key member of a high-functioning team in a fast-paced environment. Confidentiality, accuracy, flexibility, and strong orientation to detail are important in this role because the work has educational, policy, and legal importance for MIT.

Principal Duties and Responsibilites (Essential Function):

Overall :

  • Provide comprehensive administrative support to all staff, programs, and activities of the OSCCS.
  • Provide administrative support to the MIT Committee on Discipline (COD).
  • Develop a working knowledge of relevant MIT policies, OSCCS procedures, and the COD Rules and Regulations, and apply that knowledge to day-to-day work on individual student cases.
  • Handle confidential material. Strictly follow privacy, disclosure, and information protection policies and guidelines.
  • Communicate professionally with students, faculty, staff, parents, and other people who interact with OSCCS, verbally and in writing.

Student Cases

  • Receive, analyze, summarize, and route reports, letters to file, complaints, student responses/assignments, and other material.
  • Draft formal letters to students by applying information about a case to a template letter.
  • Prepare and distribute complex case material for review by students involved in a case and members of the COD. Redact information related to other students and ensure that material provided is compliant with MIT’s privacy policies.
  • Schedule hearings, sanctioning panels, and meetings for students to meet with OSCCS staff & COD.
  • Review files that require action on a daily basis and draft appropriate correspondence when student assignments are past due.
  • Interact with students who are in difficult personal circumstances in a professional and helpful way. Assess the urgency of student issues to prioritize appointments/other action accordingly.
  • Review letters, reports, files, and other material in order to find answers to student questions.
  • Document interactions with students and add this documentation to the case file.
  • Input case information into electronic database, including scanning documents.
  • Create a weekly meeting agenda of cases that are eligible for COD review.

Department Initiatives

  • Plan and organize meetings/programs, including scheduling, room reservation, and event details.
  • Assist in the annual printing and distribution of the Mind and Hand Book, a student policy handbook.
  • Manage the Mind and Hand Book communications campaign, including distribution of campaign materials, advertisements, and other communication initiatives.
  • Coordinate logistics for COD meetings and support the IFC JudComm meeting logistics.
  • Support ad-hoc committees and task forces, including search committees.
  • Manage Maxient database as a configuration user (training will be provided on Maxient).
  • Use Maxient to generate data reports. Use database and spreadsheets to create charts, graphs, and other data visualizations.
  • Assist with data reporting and the creation of year-end, annual, and requested reports.
  • Create visually appealing outreach materials including slides PowerPoint, posters designs, etc.
  • Manage updates on the OSCCS website, COD website, Mind and Hand Book website, and other related websites as needed.
  • Assist OSCCS outreach initiatives.

General Administration and Office Management

  • Manage the daily calendars of OSCCS staff, proactively resolving schedule conflicts & prioritizing items based on urgency and importance.
  • Receive, triage, and handle incoming correspondence, phone calls, inquiries, and walk-ins.
  • Monitor department email account and respond to routine inquiries.
  • Make authorized purchases. Process and document reimbursements, invoices, purchase orders, travel payments, and other financial transactions.
  • Conduct history checks upon request from authorized agencies including federal investigators and other departments at MIT. Respond to routine background requests on behalf of the OSCCS.
  • Prepare cases for document destruction based on a regular records retention schedule.
  •  

Other

  • Other duties as assigned.

Qualifications and Skills:

Required Qualifications:

  • Bachelor’s degree strongly preferred; at least 5 years of related experience.
  • Strong organizational skills.
  • Ability to take initiative and work autonomously.
  • Outstanding verbal and written communication skills.
  • High degree of proficiency with computer and technological skill: Adobe, Microsoft Office suite, website management, database management, PowerPoint, Canvas, etc.
  • Excellent critical thinking skills and ability to analyze complex circumstances.
  • Strong interpersonal skills and emotional intelligence.
  • Positive attitude, demonstrated ability to adapt to change.
  • Tact, judgment, insight, and professionalism.
  • Experience with detail-oriented material.
  • Client service orientation.

Preferred Qualifications:

  • Experience with disciplinary, legal, or educational environment.
  • Experience with processing financial invoices and MIT systems.
  • Knowledge of Maxient Conduct Database system.

Employment is contingent upon the successful completion of a background check.

** To comply with regulations by the American with Disabilities Act (ADA), the principal duties in job 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.

MIT is an Equal Opportunity Employer. We strongly encourage diverse candidates to apply.

Apply online. Job Code: 19898

Program Coordinator, CARE Team

Student Support & Wellbeing

Basic Functions and Responsibilities

The Program Coordinator for the CARE Team assists with support coordination for the CARE Team and Student Support and Wellbeing. The Program Coordinator for the CARE Team assists a team that works in close collaboration with residential life staff, undergraduate and graduate student support deans, mental health clinicians, health care providers, and other support resources on and off campus. The Program Coordinator will help facilitate wellbeing checks, support the Deans with management of student cases through a database system including opening, following through on, and closing of cases, and help support the collaboration with stakeholders to ensure that students are receiving timely attention and follow up. The Program Coordinator helps students that are transitioning to/from MIT due to hospitalizations, leaves, and returns.

Characteristic Duties and Responsibilities

  • In collaboration with the Deans, coordinates support for students with needs including, but not limited to, crisis intervention, hospitalizations, and wellbeing checks.
  • Supports the deans and coordinates closely with Student Support Services and GradSupport to assist with student needs including emergency travel, food insecurity, and other financial issues.
  • Review Dean on Call and police reports for students of concern and request follow-up as needed.
  • Works closely with the Deans to support students who test positive for COVID-19 and keeping records up to date with students in quarantine and isolation.
  • Assists the Office of Student Conduct and Community Support, Residential Education staff, and the CARE Team deans to ensure follow up with students struggling with personal or medical issues who are out of compliance with COVID-19 policies and protocols.
  • Collaborates and coordinates with Student Financial Services, Division of Student Life staff, MIT Medical and other campus offices as appropriate.
  • Work closely with Deans and SMHCS on individual cases to identify resources for parents/families who need local resources.
  • Coordinates shipping and storage support for students receiving assistance from the CARE Team.
  • Carefully documents and maintains data records through the Division of Student Life’s database, Maxient.
  • Keeps up to date list of students and coordinate weekly communication to the Care Team Network.
  • Assist with colleagues in answering questions for an online resource called ask.mit.edu.
  • Assist with Student Support and Wellbeing communications including public health campaigns and larger wellbeing efforts.
  • Assist in compiling annual reports and other data requests as needed throughout the year.
  • Performs other duties as assigned and engages in special projects under the direction of the Assistant Dean and Director of the CARE Team and the Associate Dean for Student Support and Wellbeing.

Supervision Received

Supervision is received by the Assistant Dean and Director, CARE Team.

Supervision Exercised

None.

Qualifications and Education

Required bachelor’s with one year of experience in higher education and interest in student support/wellbeing required. Preferred master’s degree in higher education, counseling, or related fields preferred. Possess knowledge of general needs of college students, college student health/mental health, and risk factors for college student population. Ability to advise students and work collaboratively with faculty, administrators and students is essential. A desire to work with a diverse population, and an interest in human services and supporting individuals in distress is critical. Must possess strong interpersonal and communication skills. Must use excellent judgment and discretion in handling confidential information. Initiative, flexibility and ability to work in a high energy, dynamic environment is necessary. Ability to work with spreadsheets, databases, web software and generally navigate technology is a prerequisite.

MIT is an Equal Opportunity Employer. We strongly encourage diverse candidates to apply.

Apply online. Job Code: 20035

Event Support Assistant, CAC

Diversity & Community Involvement

Basic Functions and Responsibilities

Responsible for administrative support, space inquiries and reservations, and receptionist functions at the CAC reception area. Provides high-quality customer service to our clientele of students, staff, and faculty. Works as part of a team to ensure a smooth, efficient space reservations and logistics process for our customers. Serves as a primary source of information regarding campus events, event locations, and space availability in the Campus Activities Complex. Coordinates the vendor program, personal events scheduling, card reader programming, and the mascot programming including Team Tim in the CAC.

Characteristic Duties and Responsibilities

  • Serves as the first point of contact regarding space availability, scheduling procedures and collection, and processing of application forms and virtual space requests. Responds to a high volume of telephone, e-mail, fax, and in-person inquiries regarding the scheduling of CAC facilities. Reviews, approves, and processes a significant number of space applications forms and virtual space requests daily.
  • Performs space-availability look-ups and data entry using EMS (Event Management System) software. Explains scheduling procedures, and ensures that application forms and virtual requests are complete and accurate at the time of submission.
  • Assists in the education of the MIT community on policies and procedures surrounding event planning. Coordinates the logistical aspects of events.
  • Provides general administrative support as needed to the Director, Associate Director, Assistant Directors, Manager of Event Planning & Special Projects, and Managers. Serves as point person for the ordering of office supplies for department. Helps train student workers and helps coordinate student employees’ work.
  • Serves as point person for mascot costume. Hires, trains, and oversees Team Tim, a group of student mascot performers. Serves on department’s marketing committee.
  • Responsible for the scheduling and billing for personal events, including weddings, memorial services, and the like.
  • Coordinates the vendor program including answering inquiries, scheduling, contracts, and billing. Several times a year plans and coordinates several special vendor fairs. Oversees cash voucher reconciliation.
  • Coordinates and performs all card programming for W20 4th Floor student group office door locks, using the Genetec Access program in coordination with MIT Card system.

Supervision Received

Reports to the Manager of Event Planning & Special Projects.

Supervision Exercised

Supervises Team Tim members. Assists with the supervision of student office staff.

Qualifications and Education

Ability to work with minimal supervision and as part of a team is essential. Excellent customer service, interpersonal, communication, and organizational skills required. Should be detail oriented and skilled in active listening. Must be able to work with frequent interruptions while maintaining a positive customer service attitude. Experience with multi-tasking and working in a fast-paced office are a plus. Excellent computer skills are highly desired. Familiarity with event processes and EMS software is helpful (training available). Associate’s or Bachelor’s Degree preferred. Three years of direct/related experience required.

MIT is an Equal Opportunity Employer. We strongly encourage diverse candidates to apply.

Apply online. Job Code: 20147

Executive Assistant

Office of the Dean for Student Life

Summary of Function and Responsibility

The Executive Assistant for the Dean for Student LIfe performs and anticipates a broad range of administrative activities and special projects for the Vice President & Dean of Student Life and the Senior Associate Deans for Residential Life and Student Support & Wellbeing. Requiring excellent organization and interpersonal skills, this position coordinates high-profile events and meetings, including weekly DSL Senior Staff meetings, Faculty Head of House meetings, as well as division-wide meetings. The Executive Assistant prepares meeting agendas, follows-up on meeting action items, tracks goals and strategic initiatives, and responds to complex inquiries made by internal and external stakeholders.

Characteristic Duties and Responsibilities

  • Ensures Vice President and two Senior Associate Deans are prepared for meetings that require speaking roles, project management, or tasks for follow-up, by preparing reports and presentations as well as gathering and compiling information related to meeting agenda topics.
  • Helps distill and clarify complex information to support Vice President’s decisionmaking process.
  • Represents Senior Leader to high-level stakeholders.
  • Responds to complex inquiries requiring an advanced understanding of Senior Leader’s work, its impact on the Institute, and an in-depth understanding of MIT policies and procedures.
  • Exercises diplomacy and discretion when dealing with sensitive matters.
  • With the Vice President and Senior Associate Deans for Residential Education and Student Support and Wellbeing, sets and manages the agenda for high-level meetings, including weekly senior staff meetings, division meetings, special project meetings, and annual leadership retreats.
  • Ensures the success of high-level meetings, including weekly senior staff meetings, by developing and communicating agendas, reserving space, ordering refreshments, developing invitation lists with input from others, inviting and confirming attendees, coordinating presenters, recording minutes, and tracking and following-up on action items.
  • Responds to complex inquiries requiring an advanced understanding of Vice President’s, DSL Senior Team’s work and work of the division, being able to triage effectively, and recognize the impact the Dean’s office has on the Institute, and MIT policies and procedures.
  • Composes and produces external/internal correspondence and specialized reports, including board/committee materials and confidential documents, reviews emails and flags priorities. Independently replies to correspondence when appropriate, and proactively suggests means for managing tasks organizationally.
  • Makes editorial changes in materials, including limited rewriting, tables, and graphics, independently checks for accuracy of content by referencing a variety of sources. And researches and gathers information for content.
  • Acts and/or responds to correspondence on behalf of the Vice President and Senior Associate Deans.
  • Functions as an intermediary in communicating sensitive / confidential information to VP and/or external sources.
  • On behalf of the VP/Dean for Student Life, and the division of student life, serves as the conduit for the flow of information into DSL Headquarters. Gathers and analyzes information, researches, and writes memos, letters, and reports which are often complex in nature, using independent judgment. Develops meeting agendas.
  • Creates content for and designs presentations and spreadsheets. Uses word processing and/or publishing software to draft work area materials.
  • Coordinates mass mailings for high-profile events, conferences, retreats, and Meetings.
  • Creates, updates, and maintains databases based on the VP’s needs.
  • Researches and gathers information from multiple sources for highly complex projects.
  • Manages VP’s calendar and other complex project-related meetings that include the Senior Associate Dean/Executive Director and anticipates needs for upcoming meetings and events.
  • Provides oversight over office management and reception area for the Vice President’s and DSL Headquarters Office, and makes recommendations for improvements to office systems and protocols.
  • Provides back-up reception coverage as needed.
  • Performs other duties as assigned.

Supervision Received

Reports to the Senior Associate Deans of Residential Education and Student Support and Wellbeing, and supports the work of the Vice President and Dean for Student Life.

Supervision Exercised

None.

Qualifications and Education

Bachelor’s Degree preferred. At least 7 years of high level administrative support experience required. Experience working for senior leader(s) strongly preferred. Excellent interpersonal skills. Must exercise professionalism, judgment, discretion and diplomacy. Must be able to anticipate needs and demonstrate flexibility and adaptability to ever changing schedules and priorities. Must be extremely organized with great attention to detail. Works to ensure the success of the VP in all aspects. Must understand the strategic impact of the work of the Dean on internal and external stakeholder. Possess organizational saavy and be skilled at influencing without authority. Experience creating presentations, reports, and databases. Strong familiarity with MS Office Suite, Filemaker Pro and/or similar database system. Prior MIT experience preferred. Employment is contingent upon successful completion of a background check.

MIT is an Equal Opportunity Employer. We strongly encourage diverse candidates to apply.

Apply online. Job Code: 20273

Dormotory Patrol

Housing & Residential Services

General Summary

The Dormitory Patrol is responsible for monitoring the dormitories, enforcing security protocols and responding/reporting any unsafe incidents or conditions.

Primary Functions

  • Observe and patrol designated dormitory to prevent/report unlawful entry and vandalism .
  • Monitor security cameras, fire and smoke alarms, window locks, interior and exterior lights.
  • Reports any need for maintenance or repair.
  • Responds to incidents of fire, medical emergency, flooding, water discharge, hazardous materials, and other incidents by contacting emergency personnel or other responders. Takes preliminary steps consistent with applicable training.
  • Monitor two-way radio and respond to calls from the Operations Center and/or the Supervisor.
  • Monitor residents and guests who are entering buildings and report all trespassers to the MIT Police.
  • Approach and interact with students and visitors who are violating policies. Inform them of the policies and direct them to comply with the policies. When necessary, ask students or visitors to provide identification. Contact MIT Police whenever necessary.
  • Submit scheduled written, electronic, and oral reports and provide information regarding unusual incidents.
  • Perform resident lock outs.

Supervision Received

Reports to the Manager of Evening Operations. Will be primarily assigned to work in one or more specific dormitories but may be re-assigned to other dormitories on an as needed basis.

Supervision Exercised

None.

Qualifications and Education

No License Required. (A Driver’s License is required in order to serve as the Lead Dormitory Patrol on a shift.

One year of relevant experience preferred.

High School Diploma or equivalent required.

MIT is an Equal Opportunity Employer. We strongly encourage diverse candidates to apply.

Availability

This is an essential position 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. Complies with all MIT and Department Policies and Procedures.
  • Must have the sufficient language/communication skills to communicate with supervisor, colleagues and customers. Must be able to read and understand written directions, safety signage and other documents. Must be able to write and use e-mail. Must be able to use 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 or as a member of a team based on the varying nature of different tasks.
  • Must report any unsafe conditions or hazards to immediate supervisor.
  • 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.
  • This job description is intended to provide a summary of the position. It is not an exhaustive 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.

Apply online. Job Code: 20423

Senior Financial Assistant

Division of Student Life-Administration

Position Overview

Reporting to the Accounting Manager, this person will be responsible for reviewing, processing complex financials billings over $22 million tied to multiple differing agreements, and works closely with MIT staff, faculty, students, and vendors. With minimal supervision, this person will conduct work in an accurate and timely manner, proactively ensure that the financial transactions are in accordance with MIT and DSL policies and procedures and inform the supervisor of any violations and issues that may hold back the completion of work.

Ability to set priorities and deadlines, attention to detail, excellent interpersonal, communication and organizing skills and be able to work collaboratively with other staff are a must.

Principal Duties and Responsibilities (Essential Functions**):

  • Reviews and approves dining vendor invoices for payment, monitors payment and journal transactions.
  • Works cooperatively with dining vendors to resolve and reconcile complex accounting discrepancies and billing errors.
  • Generates and submits monthly dining vendor accounts receivable (AR) invoices with appropriate backups and proactively resolves any financial issues.
  • Prepares, reviews and reconciles a very high volume of complex accounting entries and financial transactions using established billing and payment procedures specific to the dining vendor contracts.
  • Deposits dining vendor remittances, prepares journals and reconciles AR accounts to reflect unpaid charges.
  • Reviews dining vendor budgets and creates periodic financial reports on vendor finances.
  • Recognizes and diagnoses complex financial problems and finds appropriate and workable solutions amicably with dining vendors.
  • Assesses current financial processes, obtains supervisor feedback for possible improvements, drafts the new ones and communicates effectively to clients.
  • Acts as a resource for other staff and vendors for inquiries which requires an in-depth understanding of MIT’s fiscal policies and procedures.
  • Any other duties as assigned.

Supervision Received

Supervision provided by the Accounting Manager.

Supervision Exercised

No direct reports.

Qualifications and Education

Education:

Bachelor’s degree preferred. Accounting, Finance, or Business major a plus

Experience:

Minimum five years of work experience in Accounting or Finance

Experience:

  • Able to communicate effectively both verbal and in writing.
  • Must be able to demonstrate analytical skills.
  • Proficient in the use of software as SAP, EXCEL,WORD, ADOBE, COUPA(B2P) is preffered.
  • Attention to detail and be able to prioritize tasks to meet deadlines.
  • Excellent interpersonal, communication and organizing skills.
  • Be able to work collaboratively and be a resource to other staff.
  • MIT experience a plus.

The Finance and Accounting Team is piloting hybrid working arrangements this fall, with that status to be reviewed periodically. Hybrid work is considered a job flexibility and is guided by MIT’s job flexibility policy.

MIT is an Equal Opportunity Employer. We strongly encourage diverse candidates to apply.

Apply online. Job Code: 20384

Senior Administrative Assistant

Office of the Vice President and Dean for Student Life

Basic Functions and Responsibilities

The Senior Administrative Assistant performs complex and diverse duties in support of the Vice President/Dean for Student Life (VPSL) central office. Maintains shared responsibility for the day to day management of the VPSL suite including direct support of the VPSL and two Senior Associate Deans. In collaboration with the other Sr. Admin Assistant in the VPSL suite, ensures seamless support and coverage for both the VP/Dean and two Senior Associate Deans at all times. Ensures the professional environment and atmosphere of the suite, and represents the VPSL office to MIT students, faculty, and staff. Anticipates and initiates actions regarding office operations such as the maintenance and supply of office equipment and material. Maintains shared responsibility for coordinating telephone and in person coverage for the Dean’s Office. Has primary responsibility for coordinating complex meetings including arranging schedules, planning itineraries, and setting agendas, and preparing materials for meetings and events as needed. The Senior Administrative Assistant must display discretion and judgment in handling highly sensitive and confidential matters.

Characteristic Duties and Responsibilities

  • Handle highly confidential and sensitive information, requiring meticulous discretion and judgment.
  • Has primary responsibility for providing full administrative support for two Sr. Associate Deans and secondary responsibility for providing full administrative support to VP/Dean at all times- when other Sr. Admin Assistant is out of the office due to meetings, vacation or other absence.
  • Coordinate and schedule meetings, often involving complicated schedules, itineraries, and logistics including regular Head of House meetings; annual budget meetings; search committee meetings, and performance review meetings. Compiles, distributes, reviews and files upcoming meeting materials and information. Drafts agendas and suggests changes as necessary.
  • Schedule and attend Committees as assigned. Prepare agendas, handle meeting logistics; prepare and distribute meeting minutes.
  • Coordinate reception of visitors to the office and respond to inquiries using a thorough understanding of resources, policies, and procedures. Make referrals and follow up to ensure resolution.
  • Has shared responsibility for all aspects of coverage for the Dean’s Office including training, hiring and managing temporary workers and/or other workers who will assist in providing coverage.
  • Provide phone and calendaring support as necessary.
  • Facilitate purchasing of supplies and materials for suite.
  • Make travel arrangements for Deans and for visitors to the office. Electronically process Travel Advances, Travel Vouchers, and Request for Payments. Submits MIT Credit Card Verifications to the DSL Administrative Services verifier. Use MIT’s electronic purchasing system to generate requisitions.
  • Compose and edit internal and external correspondence and documents. Create PowerPoint presentations from established content.
  • Interface with DUE/DSL Desktop support for all of the suite’s IT needs.
  • Assist Senior Associate Deans in management of student crisis response.
  • Provide support as needed to the Student Support and Wellbeing and Residential Education teams, including arranging venues and catering as needed; preparing agendas, taking meeting minutes, updating database, and tracking follow up actions.
  • Along with other DSL colleagues, coordinate special events and DSL gatherings such as DSL Visiting Committees and external review committees.
  • Perform other related duties as required and work on special projects as directed.

Supervision Received

Supervised by the Senior Associate Deans for Residential Education and Student Support and Wellbeing. Receives supervision from the VPSL as necessary.

Supervision Exercised

None.

Qualifications and Education

Associate/ Bachelor’s degree preferred. Five years administrative assistant or related experience, preferably in higher education. Wide range of knowledge in office procedures is essential with MIT experience preferred. Excellent interpersonal and communication skills required; ability to make decisions, prioritize work, planning and organizational skills as well as problem solving abilities necessary. Attention to detail and timeliness essential. Must be flexible and able to work both independently and follow the principles of a team player. Ability to use discretion and good judgment; confidentiality of classified information is crucial. Need for proficiency in writing, editing and proofreading a must. Experience with computer necessary, including knowledge of software programs such as Microsoft Word, Power Point, Excel, Outlook Calendar, and Adobe Acrobat.

MIT is an Equal Opportunity Employer. We strongly encourage diverse candidates to apply.

Apply online. Job Code: 20408

HRS Operations Manager, Desk Services

Housing and Residential Services

General Summary

As a critical member of Housing Operations Team, the HRS Operations Manager, Desk Services supports Housing and Residential Services (HRS), Division of Student Life (DSL) in providing customer-oriented services for graduate resident communities. Reporting to the Assistant Director of Second Shift Operations and Security Systems, the HRS Operations Manager, Desk Services is responsible for administrative and operational oversight of desk operations across seven (7) graduate residence halls. Will coordinate daily and weekly scheduling to ensure service desks are staffed daily from 8am-12am, seven days a week. The HRS Operations Manager, Desk Services will assist the Assistant Director of Second Shift Operations and Security Systems in the review and standardization of desk service policies and procedures including check-in and check-outs, record keeping, mail and package handling, and guest/visitor policies to provide timely response to resident and live-in staff needs. HRS Operations Manager, Desk Services will assess training needs for current staff and develop a comprehensive training plan for new hires and current staff to meet HRS training goals and enable flexibility in staffing across graduate residence halls to meet operational needs. The HRS Operations Manager, Desk Services will monitor and address staff performance and proactively respond to complaints and issues with tact and diplomacy. Scheduled hours will be 10am-6pm, Thursday through Monday, but may require additional hours for evenings and scheduled days off during peak operational periods.

Characteristic Duties and Responsibilities

  • Supervise 24 staff; 7 Desk Captains and 17 Desk Workers for eight (8) graduate residence halls for both the first and second shifts, seven days a week.
  • Assist in the development and implementation of standardized desk service procedures and policies.
  • Manage payroll, sick time, vacations, and overtime hours with HRS Desk Captains to identify staffing needs and update coverage plans to Assistant Director, Second Shift Operations and Security Systems on a weekly basis.
  • Facilitate shift relief planning for all desks to ensure staff have ability to take mandatory breaks.
  • Evaluate HRS Desk Worker policies and procedures and provide recommendations on required changes to ensure consistent operations.
  • Responsible for hiring, training, supervision and evaluation of Desk Captains and Desk Workers.
  • Develop comprehensive training plan to meet HRS training goals and enable flexibility of staff to work in other residence halls to meet operational needs.
  • Provide training for new HRS Desk Captains and Desk Workers and conduct assessment of staff performance, which will be provided to the Assistant Director, Second Shift Operations and Security Systems during the initial hiring period.
  • Actively participate in development and implementation of IT and information sharing applications to enhance desk operations.
  • Validate desk information including equipment lists and key control logs to maintain accurate records of keys and equipment under Desk Worker control.
  • Review resident check-in and check-out information with Desk Captains frequently to ensure timely updates to HRS Operations staff including Unit-12 and Night Watch.
  • Report staff issues and incidents to Assistant Director, Second Shift Operations and Security Systems for follow-up actions.
  • Report Desk Worker equipment issues to House Operations Managers to enable timely repair and replacement.
  • Ensure timely notification of any pertinent issues that may have occurred during your shift to Desk Staff, House Operations Managers, and Assistant Director, Second Shift Operations and Security Systems.
  • Fill in as needed to cover desks when needed during shift.
  • Review documentation for desk staff and ensure all record keeping is in good order for keys.
  • Review and monitor mail and package process and provided recommendations to streamline services on a continuous basis.
  • Assist when needed with operational needs beyond the desk operations (e.g. unit-12).
  • Other duties as assigned.
  • Expected to work Institute holidays and cover shifts during special closings.

Contacts Required to Perform Duties

Reports to Assistant Director, 2nd Shifts & Security Systems. HRS Operations Managers must 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, unionized staff, and contractors. HRS Operations Managers may also have contact with emergency personnel including the Cambridge Fire Department, MIT and Cambridge Police Departments, and Cambridge/Boston Department of Public Works.

Qualifications and Education

Educational Qualifications: Bachelor’s degree strongly preferred with emphasis on business administration or operations.

Experience: Minimum of 5 years’ experience in administration of college/university facilities management services. Strong verbal, interpersonal, and written communication skills and strong customer service orientation are required as is the desire to work in a collaborative environment. Have excellent organizational and critical thinking skills and the ability to manage multiple tasks, set priorities, work independently, and work in a challenging 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

  • Must be service-oriented with the ability to collaborate with all members of the MIT community.
  • 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.
  • Must have excellent organizational and record-keeping skills.
  • 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.

Working Conditions and Schedule

  • Frequent sitting, standing, and walking may be required for extended periods of time. Ability to climb multiple levels of stairs. Ability to lift 50 lbs.
  • This position is a full-time position. This position is designated as essential personnel.
  • Employment is conditional upon successful completion of a background check.

MIT is an Equal Opportunity Employer. We strongly encourage diverse candidates to apply.

Apply online. Job Code: 20435

Associate Director of Residential Services

Housing and Residential Services

SUMMARY OF FUNCTION AND RESPONSIBILITIES

As a key member of MIT’s Housing & Residential Services (HRS) Leadership Team, the Associate Director provides strategy and oversight for MIT’s assignments program for all undergraduate and graduate students, off campus housing, and summer and guest programs. This position reports to the Associate Dean and Director of Residential Services and Operations. HRS supports a range of living environments and distinctive residential communities actively led by faculty Heads of House and student house governments. The program generates approximately $87 million annually in revenue, and encompasses over 6,000 residence hall bed spaces and apartment units serving undergraduate and graduate students, families, residential faculty and professional staff, special student educational programs, MIT visitors and conference guests.

The Associate Director manages the development and implementation of all marketing, administrative and operational strategies related to ensuring that MIT’s housing assignments, policies and procedures meet the needs of residents and are well-coordinated with House Teams (i.e. Heads of House, Assistant Directors/Area Directors, Graduate Resident Advisors, and House Governments) as well as other Institute partners. The Associate Director is responsible for recommending ways to optimize revenue to meet revenue targets, and achieving departmental priorities related to the assignments services administered by the Associate Director’s areas of oversight. Provides leadership and direction to a team-oriented, student-focused assignments and summer guest services staff.

The Associate Director serves as an important partner with colleagues in Residential Education, Student Support & Well-being and numerous Institute offices and departments. Collaboration with students, staff, and faculty Heads of House is essential in formulating and implementing effective housing assignment policies and procedures. The Associate Director will work closely with the Undergraduate Room Assignment Chairs and Graduate House Government Officers to effectively coordinate house-based and HRS-administered assignments processes.

The Associate Director partners with the HRS Associate Director of Business Systems Operations to ensure the housing management system supports the needs of the housing assignment team. Together, the Associate Director of Housing Assignments and Associate Director of Business Systems Operations will work to develop and implement detailed reports for revenue, occupancy, and projections in order to establish a well-defined plan for recommendation on how students should be housed.

Duties and Responsibilities

Planning and Strategy

  • Strategize and establish goals to ensure maximum occupancy in undergraduate and graduate residence halls.
  • Review policies and procedures to ensure that they optimize revenue streams. Develop strategies to influence re-evaluation policies and procedures and manage thoughtful and collaborative implementation of efforts to change them.
  • Establish procedures for making assignments and test these procedures by establishing partnerships with resident faculty Heads of House, student leadership/government assignments committees and others as appropriate.
  • Develop recommendations for strategic and long-range planning projects for the overall usage of the residence halls during the entire year, including academic and summer time use.
  • Analyze assignment data (i.e. financials, occupancy, historical data, etc.) and prepare data reports for presentation to MIT direct supervisor on a weekly, bi-monthly, and monthly basis.
  • Develop and implement training for the undergraduate Room Assignment Chairs. Serve as the point person for HRS to maintain information sharing, training and connection with the RACs.

Collaboration and Communication

  • Advise and meet regularly with student government groups, particularly the Room Assignment Chairs (RACs) and the Graduate House Government Executive Officers. As needed, meet with Dormitory Council (DormCom), the Graduate Student Council (GSC) and the Undergraduate Association (UA) as well as other stakeholders to review policies and procedures and to resolve assignment issues as appropriate.
  • Work with undergraduate and graduate Houses to document and maintain the in-house processes for assigning students.
  • Effectively communicate procedures to House Operations Managers, Heads of House, Residential Education, student Room Assignment Chairs, (RACs), the on- and off-campus residential community, and other MIT departments that utilize summer housing.
  • Ensure that appropriate housing assignment adjustments/exceptions are made for students seeking special accommodations through partnerships and working relationships with MIT Medical, Student Support Services, CARE Team, Student Disability Services, MIT Office of Religious and Spiritual Life, Diversity and Inclusion, and other resource offices.
  • In collaboration with DSL assessment staff, conduct surveys and research related to housing assignment processes and produce reports on these findings.
  • Collaborate with the HRS Sr. Communications Manager and Residential Education staff on the preparation and publishing of the Guide to Residences.
  • Serve as a resource regarding HRS contributions to the MIT publications (Mind and Hand Book, Bulletin, Course Catalog, etc.).
  • Collaborate with the HRS Sr. Communications Manager to develop and maintain content for all on-line and print materials related to housing assignments. Contribute to development of marketing materials for all housing-related audiences, with a particular focus on graduate housing marketing strategy. Represents HRS at Institute functions/meetings as requested.

Procedures

  • Generate income to achieve annual revenue targets, and manage the budgets related to the housing enterprise systems, off-campus housing, and conference services.
  • Develop and implement all housing assignment processes.
  • Ensure that assignment staff follow eligibility criteria for appropriate assignments to all MIT Houses and off-campus apartments, including such procedures as all lotteries, House-to-House switches, summer housing, new and continuing assignments moves onto campus from off-campus and MIT students returning from time away.
  • Provide leadership and support to the assignment team to allow for review of student situations that may go against policy but are reasonable. Coach staff on empathy-based engagement with students and encourage consultation on how best to approach unique student circumstances.
  • Ensure the delivery of off-campus housing support for students including the off-campus website as well as other relevant advising and housing-related resources.

Hiring and Development

  • Provide direction, guidance and performance development for Housing Assignment and Conference services staff.

Operational

  • Serve on-call in a rotation for nights and weekends for housing assignment needs.
  • Other duties as assigned.

Supervision Received

Supervision and direction is received from the Associate Dean and Director of Residential Services and Operations.

Supervision Exercised

The Housing Assignments area includes an Assistant Director for Guest and Conference Housing, Assistant Director, Housing Assignments and Technology, an administrative staff person for off campus support, and three assignment associates. Supervision and direction is provided to the two Assistant Directors. The Associate Director of Housing Assignments will be heavily involved in supporting Team Leadership within and across the residences.

Contacts Required

Close contact is required throughout the Division of Student Life (DSL) and other various MIT departments such as the Admissions Office, Office of Graduate Education, and Office of the First Year, MIT Medical, Conferences Services and MIT Police on a variety of student issues within the residences. Working relationships with faculty Heads of House on assignment issues, with administrative staff on organizational/cross-functional issues are particularly important. For the summer, contacts are extended to include the Conference Services Office and other MIT departments involved in summer guest/conference housing programs. Contact is required with a number of students, student staff, and administrative staff to provide information and coordinate assignment activities. Throughout the year, contact is required with parents, the student newspaper, and faculty and other administrative offices in connection with assignment related issues.

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.
  • Leadership and coaching aptitude including ability to hold others accountable, communication for results, active listening, and development of others.
  • 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.

Qualifications

  • Bachelor’s Degree in related field required, Master’s degree preferred.
  • The successful candidate must have 5 years’ experience. Supervisory experience required.
  • Solid knowledge of Housing Database systems- i.e. StarRez.
  • Strong initiative along with a strategic mindset and organizational savvy critical.
  • Experience working in a Head of House or Residential college system is ideal.
  • Excellent interpersonal and communication skills required.
  • Must be extremely well organized and detail orientated.
  • Strong computer and database skills are required.
  • Must have the ability to take initiative, strong follow-through, and ability to work under pressure.
  • Position requires some weekend and evening meetings and additional hours during peak seasons.
  • Employment is conditional upon successful completion of a background check.

MIT is an Equal Opportunity Employer. We strongly encourage diverse candidates to apply.

Apply online. Job Code: 20504

Financial Assistant II

DSL Admin & Operations

Work Function and Responsibility

Reporting to the Assistant Director of Finance, this person will be providing complex and diverse financial support to DSL’s accounting team. Under minimal supervision will be responsible for processing and monitoring division units’ vendor transactions, procurement, reimbursements, internal provider billings and it will work closely and collaboratively with the staff in DSL, other MIT staff, faculty, students, and vendors.

This person responds to inquiries which require an understanding of MIT’s complex budgets, fiscal policies and financial processes. Moreover, this person will work in an accurate and timely manner, ensure that the transactions are in accordance with MIT and DSL procedures and inform the supervisor of any issues that may hold back the completion of work and proactively provide suggestions for improvements.

Ability to set priorities and deadlines, attention to detail, prioritize tasks, excellent interpersonal, communication and organizing skills are a must.

Major Work Responsibilities

  • Review and verify credit card transactions with differing types of purchases for over 100 procurement card holders.
  • Contact card holders about missing receipts and inadequate explanations to ensure that the transactions completed are in accordance with MIT and DSL procedures.
  • Identify and address discrepancies in the credit card transactions and work to settle any discrepancies that might have occurred. Make sure that transactions are accurate, timely and properly documented.
  • Follow up and resolve any credit card policy violations.
  • Analyze budgets, prepare and submit weekly financial reports of card charges from the ledger.
  • Prepare reports and send reminders to cardholders weekly on their current and swept card charges.
  • Respond to that inquiries require an in-depth understanding of MIT financial policies and procedures. Take ownership of inquiries by providing explanations and instructions. Ensure inquiries are addressed and resolved in a timely manner. Serve as a resource to clients and educate them contextually in light of MIT financial policies.
  • Train new cardholders on the credit card policies and procedures.
  • Create B2P purchase requisitions and e-requests for payments.
  • Prepare, review, and process vendor invoices, adjustments, and changes.
  • Create and upload journal entries.
  • Reviews budgets and monitor accounts.
  • Bank cash/checks, reconcile bank deposits, and submit journal entries.
  • Create and maintain e-filing database and other office systems.
  • Proactively provide suggestions for improvements in the DSL’s procedures.
  • Research and gathers information from multiple sources for financial projects.
  • Other duties as required.

Academic Qualifications and Work Experience

  • Bachelor’s degree preferred (preferably in Accounting, Finance, or Business).
  • Minimum three years of work experience in accounting or finance.
  • Communicate effectively both verbal and in writing.
  • Excellent analytical skills.
  • Proficient in accounting and use of software as SAP, EXCEL, WORD, ADOBE.
  • MIT work experience a plus.

Supervision Exercised

None

The Finance and Accounting Team is piloting hybrid working arrangements this fall/winter, with that status to be reviewed periodically. Hybrid work is considered a job flexibility and is guided by MIT’s job flexibility policy.

MIT is an Equal Opportunity Employer. We strongly encourage diverse candidates to apply.

Apply online. Job Code: 20505

Asst. Director of LBGTQ Services

Intercultural Engagement

Position Overview:

The Division of Student Life at MIT is seeking an Assistant Director of Intercultural Engagement for LBGTQ+ Services to serve as a member of the Social Justice Programming and Cross-Cultural Engagement (SPXCE) team, with a cross functional focus on LBGTQ+ Services and Multicultural Programs. The Assistant Director provides support, advising, and co-curricular leadership and inclusion programs for and regarding students of diverse gender, romantic, and sexual identities at MIT including but not limited to LBGTQ+ (lesbian, bisexual, gay, transgender, queer, questioning) and allying students, activities, clubs, and organizations.

The Assistant Director will collaborate closely with campus partners in areas of community building, social justice, equity, and inclusion education, advocacy, and student leadership development, and will assist in advancing a community in which all undergraduate and graduate students thrive personally and intellectually.

In collaboration with the Assistant Dean for LBGTQ+, Women, and Gender Services the Assistant Director works with MIT communities to strengthen the ongoing visibility and diversity of student-run programs, particularly advising students and student groups. The Assistant Director also provides advocacy, vision, leadership, and coordination to advance several initiatives designed to foster a stronger climate and sense of community, particularly as they relate to minoritized/underserved populations within a rigorous STEM Institution with an increasingly diverse student body.

Principal Duties and Responsibilites (Essential Function):

The following areas represent a sampling, but not an extensive, list of responsibilities: areas of responsibilities. Other duties as assigned.

Some evening/night/weekend work required.

Supporting Students :

  • Advise and support LBGTQ+ related student organizations by providing logistical support, advising, and assistance with events and initiatives, as needed.
  • Lead, plan, and attend a signature LBGTQ+ leadership and community-building retreat in collaboration with the Assistant Dean of LBGTQ+, Women, and Gender Services and campus partners. Coordinate follow-up leadership meetings and potential programs.
  • Coordinate collaborative efforts with the Graduate Assistants/Interns of SPXCE Intercultural Center with the Assistant Director of OMP. Help monitor logistics for joint initiatives and cross-cultural programs/events for the MIT community.
  • Share responsibility with SPXCE staff and students for the coordination of activities and events as needed.
  • Develop and implement Rainbow Compass Mentorship Program, a yearlong mentorship program for undergraduate and graduate students matched with faculty, staff, and alumnx.
  • When appropriate, offer advising, supportive counseling, and mental health referrals to students in need.

Education and Outreach

  • Coordinate LBGTQ+ specific trainings and workshops for student leaders.
  • Develop and maintain LBGTQ+ Services’ virtual presence.
  • Oversee the development of the monthly LBGTQ+ newsletter.
  • Promote LBGTQ+ Services events.
  • With the Assistant Dean, help coordinate LBGTQ+ educational outreach efforts that support students.
  • Develop and maintain support mechanisms and resources for LBGTQ+ community members and allies.
  • Represent DSL and SPXCE at relevant internal and appropriate external venues.

Program and Event Management

  • Primary oversight of physical Rainbow Lounge space, including staffing and student access, maintenance and facility requests, and scheduling of events.
  • Coordinate meetings, plan and implement events and programs for LBGTQ+ Services.
  • Support and aid various LBGTQ+ clubs and groups.

Supervision Received:

Supervision provided by the Assistant Dean of LBGTQ+, Women, and Gender Services.

Supervision Exercised:

Supervise student worker(s) and Graduate Assistant(s) staff of LBGTQ+ Services.

Qualifications and Skills:

Education: Bachelor’s degree in Higher Education or related field required. Master’s degree in Higher Education or related field preferred

Experience:

  • Minimum 2 years of academic administration, student services, or related work experience required.
  • Experience with general LBGTQ+ populations.
  • Experience with QTPoC and/or Trans and Non-Binary populations.
  • Demonstrated understanding of identities, issues, and research impacting the continuously evolving landscape of LBGTQ+ students in higher education. Familiarity with racial justice frameworks and intersectional approaches to social justice work, especially in highly selective STEM environments.
  • Experience effecting change: ability to build relationships and maintain trust, to assess and balance the needs of various stakeholders, and to identify and advocate for achievable solutions.
  • Competency working with individuals and groups with a wide array of identity and life experiences, including gender, sexuality, class, race/ethnicity, disability, culture, religion, etc.
  • Experience providing interactive workshops and trainings in areas of LBGTQ+ affirmation and diverse identity development.

Skills:

  • Strong oral and written communication skills: ability to convey complex concepts and to communicate with students, faculty, staff and community members in a manner that promotes dialogue and understanding; adapts communication to diverse audiences; protects private and confidential information.
  • Strong consultation, presentation, meeting design, and facilitation skills, with experience designing, delivering, and evaluating diversity and inclusion learning programs/resources.
  • Experience and familiarity managing organizational social media accounts, website development, and using graphic design to create physical and digital publications that appeal to students.
  • Ability to foster a supportive and student-centered environment, and to maintain a balanced perspective in the face of resistance, indifference, or hostility.
  • Ability to build relationships, assess and balance the needs of various stakeholders.
  • Ability to advise students, showing good judgment about when to make referrals, set boundaries, and equip students with skills and strategies to engage in self-advocacy.
  • Organizational skills, including ability to prioritize, to respond to changing needs and circumstances, and to carry out multiple assignments in a timely fashion.
  • Ability to identify and proactively respond to problems or emerging student needs.
  • Ability to balance the needs of students with office and institutional objectives.

Employment is contingent upon the successful completion of a background check.

** To comply with regulations by the American with Disabilities Act (ADA), the principal duties in job 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.

MIT is an Equal Opportunity Employer. We strongly encourage diverse candidates to apply.

Apply online. Job Code: 19886

Assignment Associate

Housing & Residential Services

Primary Responsibility:

Perform diverse administrative support for the housing assignments by overseeing the administration of room assignments, short-term housing and ongoing individual room changes throughout the Academic Year for 3,500 Undergraduate on-campus residents. Utilize multiple database systems for accurate housing assignment and records for various resident categories.

Characteristic Duties

  • Utilize housing management software (HMS, StarRez) to maintain a complete and accurate database of assignments, cancellations, room switches, and other bed space activity for ~3500 undergraduate residents.
  • Process the undergraduate waiting list application and assignments processes for students requesting building switches, return from Study Abroad, and other waitlist requests.
  • Support the Assistant Director of Residential Services- Housing Assignments and Technology and Student Support Services to record student returns from Leave of Absence requests and student requests for on-campus housing.
  • Collaborate with students and campus partners regarding Supplemental Housing Requests by maintaining accurate supplemental application records within the housing management database and communicate out final decisions.
  • Communicate with undergraduate building managers, Room Assignment Chairs and undergraduate House staff on assignment changes and vacancies. Provided updated rosters as needed to HRS staff and campus partners.
  • Assist with the coordination of the check-in/out, early return, and late stay processes.
  • Perform semesterly audits to ensure student eligibility for on-campus housing.
  • Support the Associate Director of Business Operations with undergraduate billing processes including using the housing management database to enter damage and fee billing, non-student billing, and responding to billing questions.
  • Manage Undergraduate Housing communication, including questions from prospective and current residents, families, and campus partners regarding housing processes and individual queries.
  • Provide a high level of customer service and discretion around private information over email, phone, and other modes of communication to support diverse populations within MIT’s campus community and beyond.
  • Maintain discretion and awareness of cultural nuances when addressing dynamic or sensitive concerns.
  • Support the Senior Assignments Associates with the assignments process and record keeping for graduate housing as needed.
  • Occasional night and weekend work may be required during peak times, including periods during the summer, move-in, and move-out.
  • Other duties as assigned.

Supervision Received:

Daily supervision is provided by the Assistant Director of Residential Services - Housing Assignments and Technology.

Contacts Required to Perform Duties:

Daily and regular contact with HRS staff, academic departments, students, faculty, Area Directors, Head of House, and House Operations Managers.

Qualifications and Skills:

Education: Bachelor’s Degree Preferred

Experience:

  • 3 years relevant work experience.
  • Ability to prioritize, manage, and execute multiple tasks in a fast-paced environment.
  • Excellent written, oral, and interpersonal communication skills.
  • Strong organizational skills and ability to handle confidential matters.
  • Ability to work collaboratively in a team structure.
  • Proficiency in Microsoft Office (MS Excel, Word) and Google Suite.
  • Experience database systems (i.e. MITSIS/Banner, SAP, StarRez).

Employment is contingent upon the successful completion of a background check.

** To comply with regulations by the American with Disabilities Act (ADA), the principal duties in job 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.

MIT is an Equal Opportunity Employer. We strongly encourage diverse candidates to apply.

Apply online. Job Code: 20669