Project Manager for Residential Renewal

Housing & Residential Services

Reporting to the Sr. Director of Housing Operations and Renewa Planning and working closely with MIT’s Housing and Residential Services (HRS) team, the Project Manager is responsible for coordinating a range of projects and special initiatives that advance the strategic priorities of the department. The PM maintains key relationships with numerous internal and external constituents to support renewal and renovation projects across MIT’s residential system.

Characteristic Duties and Responsibilities

  • Coordinate projects aligned with strategic priorities anticipating potential challenges and opportunities related to the projects.
  • Provide support to Housing & Residential Services capital renewal and construction projects with tools and strategies to ensure project deadlines and budgets are met.
  • Develop comprehensive and detailed project plans and schedules.
  • Attend all project planning team meetings for residential construction projects and provide design input as it pertains to operational readiness, HRS standards, communications, and budget.
  • Track all project requests from houses and assist with process of project prioritization within HRS and DSL.
  • Participate with HRS senior staff in identifying and implementing strategies for resolution of issues that arise with various projects.
  • Track action items related to projects with houses ranging from small renovations and furniture selections to full renovation and renewal of entire buildings, and ensure effective resolution by appropriate personnel.
  • Collaborate with HRS Communications Manager to develop and implement communication plans tailored to the specific project needs and to document all projects in form of photography and annual written reports.
  • Coordinate regular meetings with house leadership including students throughout renewal project to ensure that:
    • Community needs are being met;
    • Issues related to temporary housing are being anticipated and effectively resolved;
    • Logistics related to return to the renewed building are being effectively planned.
  • Coordinate all relocation logistics:
    • House staff spaces (residential and office) to temporary locations during renovation project;
    • All House staff, Heads of House, students, furniture, etc. from storage/temporary locations to the renovated house at project completion;
    • Inventory and move of House FF&E items to temporary locations or storage as appropriate;
    • Serve as liaison to the house communities on construction impacts.
  • Work with the Director of Operations to ensure occupancy readiness related to transitional housing, temporary acommodations and return to renewed house.
    • Implement residential occupancy standards including:
      • Operational readiness checklists;
      • Transition document to assist with handover of operations from Campus Construction project to HRS management;
      • AV standards and user guides for current and future projects.
  • Produce reports and data as needed to support decision making processes.
  • Other duties as assigned.
  • Occasional night and weekend work required.

Supervision Received:

Supervision and direction is received from the Senior Director of Housing Operations and Renewal Planning.

Qualifications:

Educational and Experience Requirements:

Bachelor’s degree required. Master’s degree desirable. Three or more years experience managing complex projects involving numerous constituents. Work in higher educational institution setting and residential life preferred.

Demonstrated Experience and Skills Required:

Strong organizational skills and project management experience, ability to work effectively with a diverse population of students, faculty and staff, diplomacy and tact in handling sensitive information and situations, constructive problem solving orientation, attention to detail and ability to effectively follow through on complex projects.

Contacts Required

Regular and frequent contact is required with members of the Division of Student Life, House Teams (Heads of House, Area Directors, House Operations Managers, Graduate Resident Tutors, House Governments), Department of Facilities, Environmental Health and Safety, and other members of the MIT community, vendors, city, state and federal agencies as required

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

Competencies

Apply online. Job Code: 16427

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 Exercised

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 Director

Division of Student Life - Business Services

Position Overview Statement

Reporting to the Director of Business Services and Technology, the Director of MIT Audio Visual provides leadership, strategic planning, oversight and supervision of the daily audio visual operations. As a strategic campus partner, will collaborate with MIT faculty, staff, students and vendors to provide the portfolio of services needed to support the educational mission of MIT.

The Director will lead an established high performing AV technical team and partner with key campus stakeholders to ensure service delivery excellence and the highest levels of customer satisfaction. Administrative responsibilities include providing leadership, direction and coaching to union and non-union staff, oversight of a 4.9 million dollar budget and management of business processes to ensure timely customer communication, scheduling and billing. The Director will create and/or maintain the training curriculum for MITAV technical staff to provide exemplary and consistent service. Will participate in Institute wide planning for major events that include presentation technology.

Principal Duties And Responsibilities (Essential Functions)

  • Leads, plans, and oversees 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 training standards and programs for technical staff.
  • 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.
  • Cultivates and promotes relationships across campus to provide custom service level agreements and programs to support DLC’s unique needs.
  • Serves as in Institute leader and expert in regards to current (and future) classroom and presentation technology standards and design.
  • Ensures CRM system meets operational and customer service goals with regards to order intake, job assignment, estimates and client billing. Will lead system replacement efforts if necessary.
  • Recommends annual budget and oversees revenue and expenditures to meet or exceed cost recovery.
  • 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.
  • 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 Director, DSL Business Services and Technology and Director of MIT Audio Visual Services will 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 7 years relevant experience, 5 of which must be at a managerial level 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 preferred, experience in Instructional or Educational Technology ideal.
  • Experience with presentation technology support management for events in educational or corporate environments.
  • Specific knowledge of classroom and presentation technology systems design, installation, maintenance and operation.
  • Proven ability to lead and motivate staff.
  • Proven ability with budget management and cost recovery P&L.
  • Demonstrated commitment to delivering high quality customer service, continuous improvement and building positive client connections within a large organization.
  • Demonstrated knowledge of project/installation timelines including proposals, procurement and scheduling.

Competencies

Collaborating and Building Relationships:

  • Aligns team members to shared goals and creates opportunities for teamwork
  • Builds relationships with key stakeholders and grows a trusted network inside and outside MIT
  • Promptly and effectively manages conflict
  • Champions and enables cross-organizational, multiple stakeholder initiatives that need collaboration

Focusing on the Customer:

  • Effectively holds staff accountable for and dedicated to meeting customer needs
  • Models all aspects of superior customer service, including measuring that service
  • Forecasts and meets complex and diverse customer needs

Communicating with Influence:

  • Communicates in a timely manner with others about changes that may impact them, including the context and/or reasons for the changes
  • Steadfastly and diplomatically motivates others for results for the collective benefit of the organization
  • Develops and communicates a clear and compelling vision that moves others to act

Implementing Proactively & Decisively:

  • Initiates organizational change and improvements
  • Creates a culture that enables and recognizes others who take calculated risks to advance goals and experiment with new approaches
  • Effectively brings together people required to advance organizational goals

Apply online. Job Code: 17066

Manager of Special Initiatives

Housing & Residential Services

Summary of Function and Responsibility

Reporting to the Sr. Associate Dean for Housing & Residential Services and working closely with MIT’s Housing and Residential Services (HRS) leadership team, the Manager of Special Initiatives provides high level administrative and logistical support in the management of a range of projects and special initiatives that advance the strategic priorities of the department. HRS is implementing numerous changes to optimize its systems, enhance physical spaces, and improve processes to provide a best in class experience for undergraduate and graduate students living on campus. The manager will be an active part of the leadership team working on a range of initiatives related to these changes.

MIT is also opening two new residential buildings in 2020 (one for graduate students and one for undergraduates), and will begin a series of renewal projects in older buildings over the next several years. At the same time, there are numerous projects of various sizes involving enhancements to residential spaces. These projects will impact MIT’s distinctive residential communities and require careful planning and support for the students, faculty and staff affected by them.

The manager will work as part of the HRS senior leadership team to make sure that the needs of the various stakeholders are being met and the transitions for the communities through the experience of these projects are as smooth as possible. Stakeholders include faculty Heads of House, student House Governments, Area Directors, Graduate Resident Tutors, student residents, MIT Department of Facilities, Office of Campus Planning, Campus Construction, and DSL colleagues among others.

This is a role that requires attention to detail, ability to influence without authority, and strong written and oral communication skills. Experience working on complex projects in decentralized environments and in the higher education context will be important.

Characteristic Duties and Responsibilities

  • Manage projects aligned with strategic priorities anticipating potential challenges and opportunities related to the projects.
  • Develop comprehensive and detailed project plans and schedules. Manage activities and strategies to ensure project plans and schedules are effective and efficient. Develop recommendations for project process improvements.
  • Work with HRS senior staff to identify and implement strategies for resolution of issues that arise with various projects.
  • Compile, review and analyze data to evaluate project metrics. Develop methods for collecting feedback and ensure tracking of key project metrics. Produce reports and data as needed to support decision making processes.
  • Track all project requests from houses and assist with process of project prioritization within HRS and DSL.
  • Track action items related to projects with houses ranging from small renovations and furniture selections to full renovation and renewal of entire buildings, and ensure effective resolution by appropriate personnel.
  • Collaborate with HRS Communications Manager to develop and implement communication plans tailored to the specific project needs and to document all projects in form of photography and annual written reports.
  • Manage planning for regular meetings with leadership of residential communities including students throughout renewal project to ensure that:.
  • Community needs are being met;
  • Issues related to temporary housing are being anticipated and effectively resolved;
  • Logistics related to return to the renewed building are being effectively planned.
  • Manage all relocation logistics:
  • House staff spaces (residential and office) to temporary locations during renovation project;
  • All House staff, Heads of House, students, furniture, etc. from storage/temporary locations to the renovated house at project completion;
  • Inventory and move of House FF&E items to temporary locations or storage as appropriate;
  • Serve as liaison to the house communities on construction impacts.
  • Work with the Director of House Operations to ensure occupancy readiness related to transitional housing, temporary accommodations and return to renewed house.
  • Implement residential occupancy standards including:
    • Operational readiness checklists;
    • Transition document to assist with handover of operations from Campus Construction project to HRS management;
    • AV standards and user guides for current and future projects.
  • Attend all project planning team meetings for residential construction projects and provide design input as it pertains to operational readiness, HRS standards, communications, and budget.
  • Other duties as assigned.li>
  • Occasional night and weekend work required.

Supervision Received

Supervision and direction is received from the Sr. Associate Dean for Housing & Residential Services.

Qualifications

Educational and Experience Requirements

Bachelor’s degree required. Master’s degree desireable. Minimum three years experience managing complex projects involving numerous constituents. Work in higher educational institution setting and residential life preferred.

Demonstrated Experience and Skills Required:

Strong organizational skills and project management experience, ability to work effectively with a diverse population of students, faculty and staff, diplomacy and tact in handling sensitive information and situations, constructive problem solving orientation, attention to detail and ability to effectively follow through on complex projects.

Contacts Required:

Regular and frequent contact is required with members of the Division of Student Life, House Teams (Heads of House, Area Directors, House Operations Managers, Graduate Resident Tutors, House Governments), Department of Facilities, Environmental Health and Safety, and other members of the MIT community, vendors, city, state and federal agencies as required.

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

Competencies

Apply online. Job Code: 17159

Assistant Director, Alcohol and Other Drug Services

Division of Student Life – Student Support and Wellbeing

Basic Functions and Responsibilites

The Assistant Director supports the mission of Alcohol and Other Drug Services (AODS) to engage all members of the MIT community in an integrated effort to enhance academic, social, and personal development for students. The Assistant Director oversees comprehensive efforts to conduct substance abuse screenings and assessments, facilitate brief intervention programs, and make referrals to treatment for students for their alcohol and other drug use and abuse. Additionally, the Assistant Director collaborates with students, colleagues in the Division for Student Life (DSL), and various offices and departments across MIT, to provide alcohol and other drug-related education for the MIT community. The Assistant Director also supports efforts to build community among students who enjoy socializing without using substances. The Assistant Director reports to the Assistant Dean for AODS.

Characteristic Duties

Manage Day to Day Operations of Screening and Intervention Programs

  • Oversee the alcohol and other drug intervention program for undergraduate and graduate students and serve as case manager for all students referred to AODS.
  • Conduct substance abuse assessments and make recommendations and referrals.
  • Facilitate Brief Alcohol Screening and Intervention for College Students (BASICS) program.
  • Provide training and supervision to graduate student intern.
  • Coordinate and implement in person Alcohol Screening Events for students.
  • Promote utilization of on line screening and brief intervention tools.
  • Assist in the tracking of utilization of services for the preparation of annual reports.

Advance Educational Programs and Prevention Efforts

  • Work with community partner, EverFi, and the Office of the First Year to implement AlcoholEdu, an on-line alcohol education program, to incoming freshmen class each year.
  • Coordinate orientation programs around substance use and wellness, including Tech Theatre.
  • Promote educational resources for parents of incoming students and upperclassmen.
  • Coordinate Social Host Training events throughout the year for FSILG members, dorm residents, and leaders of student clubs and organizations.
  • Develop initiatives to educate the community on prescription drug abuse, marijuana, hallucinogens, and other drugs.
  • Facilitate various AOD-related presentations, workshops, and trainings for student leaders and staff.
  • Work with Administrative Assistant to maintain AODS website and develop plan to increase the utilization of on line educational resources.

Contribute to Collaborative Initiatives

  • Serve as the liaison between AODS, Student Mental Health and Counseling Services, and the CARE Team to manage referrals for student engaged in high-risk substance use.
  • Work closely to support AODS collaboration with VPR to implement programs such as Social Host Training, Bystander Education, STAR program for sororities, CAP program for Fraternities, prevention for student athletes, and other programs serving high-risk student populations.
  • Contribute to the expansion of the Weekends@MIT initiative, a collaborative project with Student Activities, Residential Life, DAPER, and FSILG office, aimed at increasing substance free late night social programming and increasing student attendance at events.
  • Help advance Institute-wide initiatives related to health and wellbeing.

Other

  • Other duties as assigned by the Associate Dean or Senior Associate Dean of Student Support and Wellbeing.

Supervision Received

Supervision is received from the Assistant Dean for Alcohol and Other Drug Services.

Supervision Exercised

Supervision exercised over graduate intern.

Qualifications and Education

Bachelor’s degree in Public Health, Higher Education, Student Personnel Management, Counseling or Social Work or related area required with experience working in a university setting. Master’s degree preferred. Minimum 3 years of academic administration, student services, or related work experience required. Demonstrated proficiency in conducting substance abuse assessments and facilitating brief substance abuse interventions using a motivational interviewing approach is required. Strong facilitation skills required to provide educational programs to the student community. Excellent organizational skills, combined with strong communication and writing skills essential. Must be flexible, have attention to detail, ability to prioritize work. Excellent interpersonal skills, especially the ability to build collaborative relationships, and exercise good judgment. This position requires occasional evening and weekend work.

Apply online. Job Code: 17241

Associate Director, Business Systems Operations

Division of Student Life – Housing and Residential Services

Summary of Functions and Responsibilities

As a member of the Residential Services Team, the Associate Director will coordinate, maintain, and manage the user experience, upgrade cycles and support standards for enterprise applications within Housing & Residential Services. This role will be responsible for project managing the improvement of current IT systems as well as implementation of any new systems. The Associate Director will need to lead with influence and engage staff to effectively steward existing systems and deploy new IT solutions as needed. Strong collaboration with many campus partners, including DSL colleagues, Information Systems & Technology, Department of Facilities, Student Financial Services, Residential Education and House Teams will be essential to ensure the successful maintenance, upgrades and implementation of enterprise systems. The Associate Director will be expected to engage members of the HRS department in order to develop a technology roadmap for the department. The Associate Director will also be expected to effectively generate reports, analyze data and provide support in the assessment and presentation of programs.

Operational Management

The Associate Director will be responsible for the overall management of the CBORD Odyssey HMS housing and dining module; work order system; sublicensing center; front desk system; and CCure. They will work with Institute and DSL departments to develop the remaining integrated solutions between all HRS systems and existing information management systems.

  • Oversee daily maintenance of all enterprise systems within HRS.
  • Oversee the application process for all housing and dining processes.
  • Manage the ongoing use of the campus work order system through SAP.
  • Lead the implementation of Kronos for time keeping records.
  • Assess current systems and technology needs for department.
  • Develop roadmap for HRS technology improvements.
  • Develop, manage and enhance the architecture, functionality and design of HRS's Sublicense Center and Guide to Residences websites.
  • Manage ongoing testing and launch of the Odyssey HMS web portal, Gui portals and ResCenter.
  • Manage all business processes related to student check-in and check-out, term-time and monthly billing, freshman, upper-class, and graduate student room assignments, key and damage billing, meal plan selection and billing.
  • Ensure the consistent and timely collection, maintenance, and administration of changes in student meal plan enrollment
  • Ensure the continued success of Odyssey HMS, maintain an ongoing operational support model for the Odyssey HMS system collaborating with Institute constituencies (e.g., House Operations Managers, Director of Dining, DSL Finance etc.)
  • Develop training programs for enterprise systems and facilitate training for all users as needed.
  • Work closely with the Director of Residential Services to ensure a successful knowledge transfer of all Odyssey HMS application information and processes for all implemented modules to stakeholders and HRS staff.
  • Assist with any future systems integrations involving Odyssey HMS across the DSL and other departments.

Programmatic Assessment and Analysis

The Associate Director will be responsible for overall management of housing data, assessing the overall program, and providing reports.

  • Assess programs related to housing processes.
  • Maintain and provide weekly graduate and undergraduate housing enrollment projections.
  • In conjunction with other HRS staff, prepare housing surveys, and other assessment projects as needed.
  • Provide on-going data and reports to Senior Associate Dean and department Directors to support program initiatives.
  • Analyze assignment, meal-plan, work order, and other data as needed Prepare routine reports on key data sets and provide reports for presentations as requested.
  • Utilize data and report information to assist with the marketing and communication of the housing program to students, parents, and MIT community.

Collaborations & Contacts Required

Contact is required with various offices within the Division of Student Life (DSL) and other MIT departments on a variety of HRS related initiatives. Working relationships with IS&T, DSL Business Services & Technology, and the Department of Facilities, as well as with administrative staff on organizational/cross-functional issues.

Supervision Exercised:

Functional oversight of professional staff is exercised in the areas of housing assignments, house operations, billing, and enterprise system training and maintenance.

Supervision Received:

Supervision and direction is received from the Director of Residential Services. Functional supervision is also received from the Director of House Operations for systems related to operations.

Competencies:

Ability to achieve success in new initiatives and processes by demonstrating commitment to action, information seeking, and a commitment to 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. Assumes responsibility and ‘ownership’ of HRS systems and is comfortable as the ‘go-to’ technical expert.

Qualifications:

Bachelor’s Degree in related field required, Master’s degree preferred. The successful candidate must have 5 plus years experience with information technology systems working in an educational context. Experience with project management and system implementation preferred. Must be extremely well organized and detail orientated. Strong computer and database skills are essential including the ability to present information and analyze data effectively. Must be able to utilize, maintain, and train others on technological platforms (i.e. web-based systems, enterprise housing software, and websites).

Knowledge in core web technologies including HTML 5, CSS, JavaScript/jQuery.

Familiarity with web application and relational database design and support.

Experience with Oracle databases along with web publishing tools.

Experience with CBORD Odyssey HMS or similar university housing management application software.

Must have the ability to take initiative, strong follow-through, and work under pressure. Position requires some evening meetings night and weekend commitments, as well as additional hours during peak seasons.

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

Apply online. Job Code: 17244