House Administrator, Quincy House

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.

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.
• 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.

*Additional responsibilities listed in the Full Job Description*

• Bachelor’s degree
• 5 years of experience in student housing or student services in a higher education setting

• Master's degree preferred.
• Strong skill sets in the following areas are required: written and oral communication, planning and organization, budget management, policy development.
• Ability to work collaboratively with a variety of constituents, managing change, and establishing priorities and meeting deadlines.
• Knowledge of Microsoft Office and general familiarity with website maintenance are strongly preferred.
• Knowledge of Harvard’s internal administrative systems for finance, human resources, housing and survey systems preferred.

Able to lift 15-20 lbs.

Office Setting- Each House Administrator has their own office embedded in the residential community space.

• 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.