Job Information
Harvard University Flex Space Community Manager in Cambridge, Massachusetts
66730BRAuto req ID:66730BRJob Code:405005 Fac & Op Professional (N) Department Office Location:USA - MA - Boston Business Title:Flex Space Community ManagerSub-Unit:------------ Salary Grade (https://hr.harvard.edu/salary-ranges#ranges) :056Time Status:Full-time Union:55 - Hvd Union Cler & Tech Workers Basic Qualifications:5 or more years of experience. Higher education may count towards experience.Additional Qualifications and Skills:
Bachelor’s Degree plus 3-5+ years’ experience in client service/program management/executive administration or other comparable role preferred
Excellent office and computer skills including Office365 products
Strong planning, management, and organizational skills with demonstrated ability to manage multiple tasks, set priorities and meet deadlines
Strong organizational, interpersonal; and written/verbal communication skills
In-depth understanding of essential hospitality standards with ability to project a professional and knowledgeable demeanor and enjoy working with people from diverse backgrounds.
Must be flexible with a high sense of accountability and responsibility
Ability to work autonomously and maintain a proactive approach to the work
Ability to remain mobile for extended periods of time
Experience within scheduling or space reservation software is preferred (ie Delphi, Caterease, EMS, or like); training on local product will be provided
Experience with basic media connections and troubleshooting knowledge is preferred
Additional Information:The position is central to the new Gordon Hall Flex Space initiative and the development of process and policy as it evolves. Unforeseen challenges and changes will likely arise given the nature of this new effort and it is possible that the tasks and responsibilities for this position will change over time. The position will require someone who can develop a solid understanding of School operations and the flex space user structure in a condensed timeframe.
This is a two-year term position from the date of hire, with the possibility of extension, contingent upon work performance and continued funding to support the position.
The health of our workforce is a priority for Harvard University. With that in mind, we strongly encourage all employees to be up-to-date on CDC-recommended vaccines.
Please note that we are currently conducting a majority of interviews and onboarding remotely and virtually. We appreciate your understanding.
The Harvard Medical School is not able to provide visa sponsorship for this position.
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Department:Campus Planning & FacilitiesPre-Employment Screening:Identity Schedule:40 hrs. per week | Monday - Friday | 8:00 am - 5:00 pm
Job Function:Facilities Position Description:This position is independently responsible for all administrative coordination of the Gordon Hall flex space program. The Community Manager is responsible for creating and maintaining a highly professional and welcoming atmosphere, serving as the primary operational and administrative contact for all users. This role requires strategic management of the flex space, including the reservation system, policy development and collaboration with multiple departments to ensure optimal user experience. The Community Manager will work independently with minimal supervision in a work environment with multiple and conflicting priorities and will provide leadership in the continuous improvement of the flex space operations, act as a liaison between users and support departments and serve as the subject matter expert of the flex space program.
Strategic Oversight of Reservation Systems:
Manages and optimizes the reservation systems (EMS and Direct Spaces), ensuring they meet the evolving needs of users. Develops and enforces policies to improve efficiency and user satisfaction.
User Support and Engagement:
Proactively anticipates and addresses the needs of users, providing assistance with wayfinding, technical support coordination, and other services. Serves as the sole liaison between users and supporting departments, particularly HMS IT Customer Service.
Asset and Inventory Management:
Primary responsibility for maintaining comprehensive knowledge of flex space assets and inventory. Oversees replenishment processes and ensures the availability of necessary supplies and materials.
Operational Excellence:
Conducts regular floor inspections and leads initiatives to maintain a clean, organized, and productive shared work environment. Implements and monitors a communications platform designed to kindle shared space stewardship in collaboration with other departments.
Locker Management Program Leadership:
Oversees the long-term locker assignment program and daily use locker system, ensuring efficient and secure management for all flex space members.
Data Analytics and Reporting:
Leads the collection and analysis of space usage data. Provides detailed weekly and monthly reports to leadership, offering insights and recommendations for space optimization. Develops and monitors program records and budget and makes decisions on expenditures. Manages all 3rd party service contracts that support floor operations and renewal negotiations.
Policy Development and Continuous Improvement:
Leads the creation and revision of flex space policies, adapting to the evolving needs of users. Implements best practices and drives continuous improvement initiatives.
Cross-Departmental Collaboration:
Fosters strong, collaborative relationships with support departments. Actively contributes to campus-wide projects and initiatives, offering expertise in flex space management.
Leadership in Space Management:
Takes on additional leadership responsibilities, including contributing to strategic planning for space management, and leading special projects as assigned.School/Unit:Harvard Medical School EEO Statement:We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, gender identity, sexual orientation, pregnancy and pregnancy-related conditions, or any other characteristic protected by law.Commitment to Equity, Diversity, Inclusion, and Belonging:We are committed to cultivating an inclusive workplace culture of faculty, staff, and students with diverse backgrounds, styles, abilities, and motivations. We appreciate and leverage the capabilities, insights, and ideas of all individuals. Harvard Medical School Mission and Community Values (https://hms.harvard.edu/about-hms/campus-culture/mission-statement-community-values)
https://hms.harvard.edu/about-hms/campus-culture/mission-community-values-diversity-statement Benefits:We invite you to visit Harvard's Total Rewards website (https://hr.harvard.edu/totalrewards) to learn more about our outstanding benefits package, which may include:
Paid Time Off: 3-4 weeks of accrued vacation time per year (3 weeks for support staff and 4 weeks for administrative/professional staff), 12 accrued sick days per year, 12.5 holidays plus a Winter Recess in December/January, 3 personal days per year (prorated based on date of hire), and up to 12 weeks of paid leave for new parents who are primary care givers.
Health and Welfare: Comprehensive medical, dental, and vision benefits, disability and life insurance programs, along with voluntary benefits. Most coverage begins as of your start date.
Work/Life and Wellness: Child and elder/adult care resources including on campus childcare centers, Employee Assistance Program, and wellness programs related to stress management, nutrition, meditation, and more.
Retirement: University-funded retirement plan with contributions from 5% to 15% of eligible compensation, based on age and earnings with full vesting after 3 years of service.
Tuition Assistance Program: Competitive program including $40 per class at the Harvard Extension School and reduced tuition through other participating Harvard graduate schools.
Tuition Reimbursement: Program that provides 75% to 90% reimbursement up to $5,250 per calendar year for eligible courses taken at other accredited institutions.
Professional Development: Programs and classes at little or no cost, including through the Harvard Center for Workplace Development and LinkedIn Learning.
Commuting and Transportation: Various commuter options handled through the Parking Office, including discounted parking, half-priced public transportation passes and pre-tax transit passes, biking benefits, and more.
Harvard Facilities Access, Discounts and Perks: Access to Harvard athletic and fitness facilities, libraries, campus events, credit union, and more, as well as discounts to various types of services (legal, financial, etc.) and cultural and leisure activities throughout metro-Boston.
Work Format:On-Site LinkedIn Recruiter Tag (for internal use only):#LI-DK1Work Format Details:This position is based primarily on-campus, in Massachusetts. This may include in-person during emergency situations (if applicable). Additional details will be discussed during the interview process. Certain visa types may limit work location. Individuals must meet work location sponsorship requirements prior to employment.