House Administrator, Kirkland House

Job Summary The Houses serve as the foundation for the undergraduate experience at Harvard College. Ninety-seven percent of all undergraduates live in one of the twelve residential Houses. Each House accommodates 350- 500 students with its own dining hall, common rooms, and facilities for academic, recreational, and cultural activities. The House Administrator plays a pivotal role in the residential community. They serve as part of the House senior leadership team, as a critical resource for any events, processes and policies that impact and affect the House community and staff. They are responsible for handling confidential and sensitive information with care and discretion and serve as a primary contact for other stakeholders and partners in the University. Job-Specific Responsibilities Finance Administration and Budget Responsible for day-to-day management of House finances, including financial processing, reconciliation, reporting, and strategic planning on unrestricted and restricted accounts. In consultation with Faculty Deans, develop and submit annual House budget (approximately $300K -500K each year) and narrative outlining the House's fiscal priorities related to programming, capital expenditures, and operations. Reports quarterly on House finances. Collaborate with the Dean of Students Office for compliance with all University and College financial policies and procedure. Support and train approximately 25-30 tutors and other residential staff on financial processes and policies. Oversee and manage all residential staff financial operations. Handle tutors' financial transactions, including declining balance cards, purchases, reimbursements, and specialty Tutor support on weekly reconciliation and reports. Responsible for implementing and managing House-based proposals for additional funding opportunities supporting specific initiatives identified by the College. (Yard house funding: Faculty Dean retreats, Faculty initiatives, student initiatives, Faculty engagements, Creamer Fund and contingency planning). Advise the Faculty Deans on all House financial matters. House Office Manage the administrative responsibilities of the House Office on behalf of the Faculty Deans and provide administrative support for House activities to the Faculty Deans. Hire, supervise and manage student workers and payroll. Maintains confidential personnel records for tutors. As part of Senior Staff, attend regular staff meetings and assist in setting House priorities and House culture, as related to fostering a supportive residential living-learning environment. Oversee the use of House common spaces and room reservations. Responsible for drafting and communicating policies on usage of space to the community. Communications Work with the Faculty Deans to maintain the House calendar. Maintain and administer House-list-servs and other relevant platforms including my.harvard committees, residential staff directors and resident tutor rosters. Oversee the design and day-to-day management of the House website. Create and maintain House-managed social media platforms and publishing. Event Management Support the Faculty Deans to plan, implement, and manage various House events for students, faculty, administrators, and alumni. Plan, implement and coordinate signature House events: Commencement, House Lottery, Family Weekend receptions and a variety of class, student, and faculty events. Train/educate House community on relevant College/Dean of Students/city polices around events. Train and supervise Faculty Deans' Aides, Tutor, and student workers in coordinating such events. Provide periodic evening and weekend event management support. Housing Develop, implement, communicate, and evaluate the House-based housing lottery policies, sophomore housing placements, and procedures for student housing assignments. Oversee the housing assignments for Tutors, House aides and Faculty Resident Scholars, and collaborate with the Dean of Students Office to ensure compliance with all University and College housing policies and procedures. Mediate roommate/suite mate disputes. Hiring and Training Programs Collaborate with the Faculty Deans and Resident Dean, to ensure effective development, implementation, and evaluation of Tutor training programs and to create and maintain a House-specific Resident Tutor Manual. As part of Senior Staff team, may participate in Resident Tutor Interview & Hiring Process In coordination with Faculty Deans, hire, train, and manage House/Faculty Dean Aides. May serve as direct manager for House Aides. Working Conditions The work schedule and location will be set by the department at its discretion and based upon operational needs and objectives and consistent with College Policy, which requires 5 days on-site in Cambridge, MA during term time (first day of classes through commencement), with the exception of student breaks. When not working at a Harvard or Harvard-designated location, employees in hybrid #J-18808-Ljbffr Harvarduniversity