Assignments Associate

Housing and Residential Services

Primary Responsibility

Perform diverse administrative support for the housing assignments by overseeing the administration of room assignments, short-term housing (sublicensing) and on-going individual room changes throughout the academic year for approximately 6000 residents. Maintains accurate housing files and works within multiple database systems for accurate housing assignments and records for various resident categories.

Characteristic Duties

  • Manage graduate and undergraduate housing assignments, cancellations, terminations, and room switches while maintaining accurate and complete database for all bed space activity.
  • Verify family housing eligibility and perform family verifications biannually.
  • Approve sublicense advertisements and applications for graduate housing.
  • Maintain updated rosters of vacancies and transfers in preparation for space availability for spring and fall allocations and lotteries.
  • Communicate with building managers and their staff on vacancy turnover, assignments and sublicenses.
  • Coordinate check in/out, early return, and late stay processes.
  • Responsible for billing processes, including damage and fee billing, non-student billing, responding to billing questions.
  • Oversee the housing waitlist database and administer assignments from the waiting list.
  • Disseminate information, which may require explanation and interpretation of housing policies and procedures, to housing residents, applicants, and other members of the community in person, by e-mail or by telephone and/or direct individuals to sources of additional information.
  • Perform monthly cross check of the student information system and housing system to ensure student housing records are accurate.
  • Meet monthly with room assignment chairs to train and discuss housing processes and policies.
  • Sensitivity to cultural differences and discretion when handling sensitive issues and information.
  • Occasional nights and weekend work maybe required.
  • Other tasks as needed by the department.

Supervision Received

Daily supervision is provided by the Assistant Director of Graduate and Off Campus Housing.

Contacts Required to Perform Duties

Daily and regular contact with academic departments, students, faculty, area directors, head of house, and house managers.

Educational Requirements

Bachelor’s Degree required.

Experience Requirements

  • 3 Years relevant work experience
  • Ability to prioritize, manage, and execute multiple tasks in a fast paced office
  • Excellent written, oral, and interpersonal communication skills
  • Strong organizational skills and ability to handle confidential matters
  • Ability to work collaboratively in a team structure
  • Experience with computers and computer systems (MITSIS/Banner, SAP, housing systems, Microsoft office suite)

Apply online. Job Code: 16778

House Operations Manager

Housing & Residential Services

Summary of Function and Responsibility

Facilities Management and Operations. The House Operations Manager is responsible for the day-to-day operational functions of residence hall facilities including management of human resources, house operations finances, and facility maintenance. As a staff member in the Department of Housing & Residential Services within the Division of Student Life, the manager ensures that, all residents are properly and comfortably housed, provides appropriate support for residential programming activities, and maintains the highest level of service to the residential community.

The House Operations Manager reports to the Director of House Operations and works collaboratively with HRS construction and renovation staff, housing assignments staff, the Heads of House and Area Director for their assigned community, members of the Division of Student Life, Department of Facilities, MIT Police, as well as other administrative offices as part of an overall institutional effort to provide integrated, seamless service to residents.

Characteristic Duties and Responsibilities

  • Operations
    • Ensure successful implementation of best in class standards of custodial, repair and maintenance, desk services, and dorm security operations within assigned buildings.
    • Oversee the daily operation of residence halls, (includes providing coverage for other residence halls as requested).
    • Work with Manager of Security System Operations to ensure security of facilities including support for maintenance of security equipment, doors and windows.
    • Hire, train, and manage student desk staff to manage keys, packages and other services to residents and guests.
    • Identify, resolve, and/or provide support to the resolution of facility problems in the residence halls
    • Assist the Director of House Operations and Director of Capital Renewal and Renovations in the development of both short and long-term building maintenance plans in coordination with the Department of Facilities.
    • Collaborate with the Assistant Director for Housing Assignments, Area Director, and student Room Assignments Chairs to effectively coordinate student room assignment programs for academic term.
    • In coordination with the Assistant Director for Guest and Conference Housing, support summer conference housing operations.
    • Input, track, monitor, and provide timely reports on all work orders placed by the residence hall into MIT’s SAP electronic work order tracking system.
    • Process weekly service staff and student payroll and evaluate financial/payroll reports for accuracy.
    • Manage house supply and equipment inventory and request purchases appropriately.
    • Perform room safety inspections, support fire drills, and weekly building inspections.
    • Work collaboratively with Environmental, Health and Safety Coordinator to ensure staff are trained, and any situations involving EH&S issues are promptly addressed.
    • Attend regular meetings with the department of Facilities Zone Managers, Evening Operations, and other operational personnel in order to achieve service goals and emphasize continuous improvement throughout the residential system.
    • Inform the Director of House Operations about any issues of Labor Relations, on any/all Human Resources issues that may arise.
  • Supervision
    • Supervise, assign, schedule, and train house staff including housekeepers, maintenance mechanics, part-time temporary employees and student desk staff.
    • Assist the Assistant Director of Guest and Conference Housing and Area Directors to supervise, assign, schedule, and train 5-30 additional hospitality staff.
    • In collaboration with the Director of House Operations, develop and monitor the residence hall operating budget, which is developed based on Housing & Residential Services priorities, and the needs of the manager’s assigned house(s).
  • Other Duties as Assigned
    • Respond to emergency situations (on call 24 hours).
    • Designated essential personnel in all MIT emergency situations.
    • Required to serve as needed on a rotating weekend duty as the on-campus House Operations Manager on Duty for all residential buildings which is staffed on a rotating basis.
    • Other projects and committee work as assigned.

Supervision Received

Direct supervision is received by the Director of Housing Operations.

Supervision Excercised

Functional and administrative supervision is exercised for union and/or contract housekeeping staff, maintenance mechanics, student desk workers and summer help.

Qualifications

  • Bachelor’s degree preferred.
  • Minimum of three years experience in the administration of college/university facilities management services including housekeeping and building maintenance procedures is required.
  • Experience with computer software, e-mail and electronic work order tracking systems essential. Experience with labor relations issues useful.
  • Must be service-oriented with the ability to work collaboratively with a diverse population of students, faculty and staff.
  • Strong written and verbal communication skills required. Proven ability to work in a team-oriented fashion is highly valued.
  • Flexibility and adaptability to change with a solutions orientated approach to problem solving are essential to be successful in the Department of Housing & Residential Services.

Employment is conditional upon successful completion of a background check.

Schedule: Sunday through Thursday with Friday and Saturday off

Apply online. Job Code: 16525

Financial Analyst

Division of Student Life - Administration and Operations

Summary of Function and Responsibility

Reporting to the Assistant Director of Finance, the Financial Analyst will be responsible for supporting financial planning and analysis functions within the Financial Services group of DSL Administration, including; management report preparation, variance analysis and outlook forecasting to monitor financial resources and annual budget preparation. This position is a member of service oriented team that supports the decision making requirements of a complex set of programs, businesses, and operations within DSL.

The Financial Analyst will act as a resource for DSL, answer questions about budget, financial and business performance, and assist with resolving policy and procedural issues. Additionally, the Financial Analyst will be responsible for performing financial transactions as needed to support the group and will function collaboratively with other members of the Financial Services team to achieve common goals and desired outcomes.

The position requires a demonstrated ability to think conceptually, communicate effectively and work seamlessly as part of a team. Excellent organizational skills and an ability to handle multiple tasks, set priorities, work independently, and work well in a fast paced environment are essential. High proficiency with Excel is required.

Characteristic Duties and Responsibilities

  • Assists in preparation and analysis of monthly/quarterly/annual report package utilizing mastery of Excel and relational databases and in presentations as necessary for DSL and DSL departments.
  • Assist DSL finance team and DSL administrators in preparation of departmental budget submissions and budget changes.
  • Develops improvements to financial reporting processes.
  • Ensures reporting accuracy and data integrity between various financial systems.
  • Analyze financial reports for cost efficiencies/revenue enhancing and advise departmental leadership as necessary.
  • Troubleshoot and assist administrators with the use of financial systems and investigating and resolving accounting or finance-related problems.
  • Participate in the DSL financial administrators group and assist with development and implementation and evaluation of financial procedures throughout DSL.
  • Participate in and/or manage related special projects as assigned.

Supervision Received

Reports to the Assistant Director of Finance

Supervision Excercised

None

Requirements

  • Bachelor’s degree and a minimum of three years related experience required.
  • Must be highly proficient with Excel and relational databases.
  • Excellent communication and interpersonal skills, the ability to build strong relationships with clients, and a successful track record of collaboration toward achieving objectives.
  • Strong analytical and problem-solving skills.
  • Strong organizational skills and attention to detail.
  • Ability to coordinate multiple tasks, set priorities and meet deadlines.
  • Must be a self-starter with the ability to work effectively as a member of a team or independently as the particular assignment requires.
  • Proficient use of SAP highly desirable.
  • Demonstrated ability to understand and listen to needs of others and develop services to most effectively meet those needs.
  • MIT experience a plus.

Apply online. Job Code: 16747

Assistant Director for Student Organizations and Financial Operations

Office of Student Activities

General responsibilities

The Assistant Director for Student Organizations and Financial Operation serves as part of the Student Activities Office team in providing Institute support, advice, and direction to and for MIT students, student activities, clubs, and organizations, particularly in the area of budgeting and financial stewardship. The Assistant Director provides financial and administrative advisement and trainings to student organizations and individual students; oversees the financial activities and services related to student organizations within the Student Activities and Residential Education areas of the Division of Student Life. The position’s primary focus will be on financial education for student groups and assisting them in effective transition from year to year. Oversees the daily financial service to student organizations, including the processing and distribution of checks, processing of requisitions, processing of transfers, posting of bank deposits, troubleshooting problem issues, opening new accounts, managing merchant accounts working with vendors and servicing departments, and working with Procurement and Accounts Payable when needed. Research and implement new and improved ways to meet the needs of our student groups and advise student organizations on budgeting effectively and ethically. Works in collaboration with DSL Administration and Finance and the Vice President for Finance Office to ensure policy alignment and compliance. Collaborate with other Student Activities Staff on projects throughout the year.

Characteristic Duties and Responsibilities

  • Oversees the financial operations of student organizations, including monitoring and maintaining the accounts of graduate and undergraduate student organizations and the Undergraduate Association; preparing, reviewing, and auditing regular financial reports; communicating with student group representatives on the status of their accounts and debt management and providing appropriate information to other DSL staff and Institute offices regarding student organization and student government finances.
  • Ensuring compliance on student accounts, particularly those groups who conduct business via e-commerce. Advise in and negotiate contracts. Assist students with booking travel, processing advancements and reimbursements and overall policy compliance.
  • Leads in the development of an improved comprehensive student organization budgeting and financial stewardship model through assessment, consistent training of student groups and overall financial advisement strategies.
  • Works collaboratively with student organization leaders to facilitate training and support in financial record keeping, group management, and financial areas of event planning.
  • Works with student group officers to promote financial accountability through the following tasks:
    • Management of sponsorships, endowments and gifts donated to student organizations
    • Work with SAO staff to determine funding from supplemental funding applications and other grants
    • Serves as an integral committee member on the Student Organization Training Committee to assist in the development and facilitation of a comprehensive and robust student organization training program
  • Maintains and supervises the accounts of student organizations in the following areas: financial data processing, filing, and reconciliation, student officer identification, student group information, backup provisions, and security issues. Reviews on an ongoing basis the financial reporting and informational needs of staff and student group and proposes enhancements to the database operations to serve those needs.
  • In collaboration with other SAO staff, develops and implements programs for student leaders in the areas of group organization and leadership skills relative to financial management.
  • Interfaces with other Institute offices and facilitates communication regarding student group finances. Serves on special committees that address needs of student groups regarding funding, record keeping, and financial accountability. Provides advisement to Director and Assistant Dean on overall student organization financial management and recommended budget models.
  • Responsible for ensuring the timely processing of approximately 25,000 annual financial transactions to include electronic requests for payment, student reimbursements, journal vouchers, credit card, travel card, and purchase order transactions as well as deposits.

Direct Student Group and Event Advisement

  • Undergraduate Association Financial Board
  • Graduate Student Council Treasurer, Undergraduate Association Treasurer, Association for Student Activities Treasurer
  • Club Sports Council (co-advisement)
  • Career Fairs (co-advisement)

Administrative

Participates and provides oversight in the administrative functions of the Student Activities Office. Specific duties include, but are not limited to:

  • SAP Web Access for Signatories
  • Creation of new student group accounts for both ASA and residential groups
  • Additional Signatories: Signatories of special accounts set up in conjunction with major events or purposes
  • Student Organization billing- uploading into SAP the bills for the student organizations that provide services to other groups on campus
  • Reserve Accounts

Supervision Received

Supervision is received from the Director for Student Organizations (indirect supervision from the Assistant Dean for Student Leadership and Engagement). Indirect supervision and dotted line relationship to Division of Student Life Finance and Administration unit.

Supervision Exercised

Supervision is exercised over Financial Assistant and temporary support staff. Also provides training as appropriate.

Qualifications

Bachelors and four years minimum related experience required, Master’s degree in Higher Education or similar degree strongly preferred. Solid background and skills in database management, accounting, advising, financial analysis and organizational management. Proficient in financial process improvement (i.e. creating efficiencies in how students process financial transactions) and financial analysis. Previous experience in student activities and programming strongly preferred. Flexibility and the ability to work under pressure and meet deadlines with frequent interruptions. Ability to work independently and as part of a team. Ability and willingness to work with a diverse population of students. Knowledge OrgSync (now Engage) and SAP strongly preferred. Diplomacy and ability to maintain confidentiality is important. Knowledge of MIT and experience working with students desirable.

Occasional night and weekend work.

Apply online. Job Code: 16773

Audio Visual Services General Manager

Division of Student Life - Business Services

Position Overview Statement

Reporting to the Director of Business Services and Technology, the General Manager of Audio Visual provides leadership, strategic planning, oversight and supervision of the daily MIT audio visual operations in support of instructional media and technology systems, events, installations and system services. The General Manager will partner with an established high performing team and key stakeholders to ensure high levels of customer satisfaction and to improve administrative back-end operations. The General Manager will also work with staff to sustain existing activities and develop new opportunities in the area of events, installations and system service areas. Administrative responsibilities include providing leadership, direction and coaching to union and non-union staff, oversight of a 4.5 million dollar budget and management of business processes to ensure timely billing for services. Technical responsibilities include development and support for permanently installed and portable audio, video, projection, control systems and presentation technologies in Institute classrooms, lecture halls and meeting spaces. As a strategic partner, will collaborate with MIT faculty, staff and vendors to develop and execute plans for new and renovated spaces that incorporate presentation technology systems. Participate in Institute wide planning for major events that include technology systems.

Principal Duties And Responsibilities (Essential Functions)

  • Leads, plans, and oversees the scheduling and coordination of the daily operation of MITAV.
  • Develops operational policies and implements procedures within the department. Works with staff to develop policies to improve department effectiveness and performance.
  • Develops standards for current and future classroom, meeting and conference room presentation technology systems.
  • Ensures work order database meets operational and customer service goals with regards to order intake, job assignment, estimates and client billing. May lead system replacement efforts if necessary.
  • Cultivates and promotes relationships across campus to provide custom service level agreements and programs to support DLC’s unique needs.
  • Leads efforts to ensure AV systems and practices produce timely and accurate billing to clients.
  • Directs AV Installation team to develop system designs for the Institute community that meet industry standard practices for equipment and installation techniques.
  • Leads and trains department staff on campus wide Visix digital signage system. Develops a core group of staff who are able to manage the system and perform updates, training for new users and troubleshooting system when necessary. Works with Installs unit to coordinate new installations of signage displays and computers.
  • Responsible for the recruitment of staff, diversity, performance management, recognition, and the development and training needs of all MIT AV staff including full-time and temporary staff. Ensures a supportive and inclusive working environment for all.
  • Develops and allocates equipment and material resources to meet departmental workload demands.
  • Recommends annual budget and oversees revenue and expenditures to meet or exceed cost recovery.
  • Recommends upgrades of permanently installed equipment to room owners and develops plans for periodic upgrades based on replacement schedules. Coordinates upgrades through AV Installations team or outside vendors.
  • Serves on Institute committees to plan and execute new and renovated spaces that include presentation technology. Where appropriate, recommends the use of department AV Installation team to provide design and integration services.
  • Serves on Institute project and planning teams for major events that require presentation technology services, such as Commencements, convocations, conferences, etc. Recommends and works with external vendors to negotiate services to support large special events. Coordinates services of MIT entities with external vendors to assure events’ success.
  • Monitors quality control, receives and responds to customer concerns, and adjusts service delivery as necessary to provide superior customer service.
  • Recommends major equipment purchases for inter-department use and for customer sales and installation projects. Recommends equipment and materials to faculty, administrators, and students on selection and use of equipment for classes, conferences and events.
  • Performs outreach and marketing to Institute DLCs to cultivate further business channels within the domain of the department.
  • Performs other duties as needed or required.

Supervision Received

Receives direct supervision from the Director, DSL Business Services and Technology. The manager and director periodically review strategic administrative and functional goals.

Supervision Exercised

Oversees the Events Coordinator, Events Assistant (Administrative Staff), 22 Audio Visual Technicians (Bargaining Unit), 2 Northeastern Co-op students and 1 Senior Stock Clerk - AA (Service Staff), 2 Administrative Assistants (Support Staff), over 24 freelance Audio Visual technicians.

Qualifications/Technical Skills

Qualified applicants must possess a minimum of 5 years relevant experience along with a strong functional knowledge of applicable audio/visual technologies and be able to exhibit good interpersonal communication skills, including written and verbal communications. Knowledge of audio/visual technology support and of applicable service standards preferred.

  • Bachelor's degree required in Communications related field preferred, Master’s degree in Instructional or Educational Technology ideal.
  • Experience in presentation technology support for events in educational or corporate environments.
  • Specific knowledge of operation of presentation technology systems design, installation, maintenance and operation.
  • Proven ability to lead and motivate staff.
  • Demonstrated commitment to delivering high quality customer service, continuous improvement and building positive client connections within a large organization.

Apply online. Job Code: 16769