The Office & Residence Hall Manager functions as one of three full-time employees on the Boston University Washington Programs staff - in a small, team-based environment. The Manager's primary purpose is to ensure operability of all aspects of the office and the student dormitory while providing leadership that ensures a positive and uplifting office setting and residence culture. The Office & Residence Hall Manager is responsible for financial planning and management, handling all financial transactions (both payments due and payments received), accounting, and budgeting for the DC program. This position is also responsible for coordinating the maintenance and supervision of both buildings' upkeep as well as the technology resources, while serving as the on-site Information Technology support for the center's staff and students. The position is a mid-level management position, as it oversees part-time staff, residence hall staff, student workers, and monitors the everyday business of the office as well as the residence hall.
Key Responsibilities/Essential Job Functions: 1. Manage DC Program finances, the budget, reconciling bank account records, processing bills and accounts payable, managing petty cash, and preparing monthly financial reports consistent with BU and BUSA standards. Obtain estimates from vendors and suppliers consistent with BU and BUSA policies to ensure cost-effective solutions to strategic goals. This position is responsible for supervision of part-time staff and student workers. 2. Manage all aspects of DC Program's physical office (plant) operations and inventory at both the Massachusetts Avenue and 24th Street locations. This includes acting as a liaison between the residence property manager and BUSA leadership, and ensuring the proper management of services/facilities by the property management company and/or landlord. This also includes troubleshooting issues that arise while working with BUSA, Risk Management and other offices on campus as needed. 3. Order new supplies and/or physical plant materials as needed, in addition to ensuring office and residence are properly furnished and looking professional/acceptable to a university/learning environment. Spearheading the upkeep of the office and residence, in addition to ensuring the facilities are clean, safe, and proper in appearance (this may include helping keep the kitchen and lobby areas in top shape, especially after events). 4. Be responsible for ensuring residence and office/classroom safety and security, working with the DC Director and BUSA leadership to continually assess security needs and ensure they are implemented and routinely assessed. Train faculty, staff and students on security and safety protocols on a regular basis, including planning for fire drills and drafting, updating and disseminating emergency plans and procedures. 5. Handle all technological issues and be aware of any problems while attempting to troubleshoot concerns that arise. This includes the office's multifarious computer needs, file maintenance and backup, telecommunications, and classroom enhancements. Maintain operability of Center's and residence hall's network, student and staff computers, printers, and newsroom and presentation equipment. Ensure proper software licensing and installation. Ensure computer security and troubleshoot problems as they surface. Appropriately and fairly outsource projects that go beyond the daily or periodical maintenance of the network or computers, as needed. 6. Supervise and manage residence hall check-in and check-out of program students (usually done on a semester basis) and other Boston University-affiliated individuals staying in the residence hall (typically done on a weekly or monthly basis). This includes working with the DC Director, staff in Boston, and residence hall staff to ensure appropriate billing, providing for seasonal or semester maintenance and property management, walk-through of rooms, inventory accounting and assessment, and management of keys. 7. Help coordinate and plan student and alumni events including Orientation, Parents Weekend, and a Speakers Series (to include other student-related evening events). Plan and coordinate overall setup and logistics of most program in-house events from beginning to end. Oversee vendor contracts, audiovisual upgrades and upkeep, catering, registration, food orders, etc. Provide onsite coordination to ensure smooth running of events including speaker support and troubleshooting. Helping manage events and providing feedback and support as needed. 8. Work with the DC Director to implement the Washington DC Program and the Study Abroad strategic plan (as guided and directed by the full-time Director). This includes support services that encompass working with Boston University staff, students, alumni and donors; helping organize staff, faculty, student and alumni meetings; helping managing program (academic and overarching) evaluations.
This position is based in Washington D.C.
- Ability to multi-task in a dynamic, fast-paced office. Very effective organizational capacity. - Strong financial and accounting skills. - Strong command of Microsoft Office with emphasis on Excel, Word, and PowerPoint skills and thorough technological knowledge and ability to oversee all of the IT needs of the Washington DC Program. - Experience in staff supervision is a must. - Excellent interpersonal skills, including the capacity to relate to students, faculty, alumni and other visitors to the office. - Knowledge of Washington DC culture, some history as well as current events. - Relevant B.A/B.S required. - Someone looking to grow in the position (2-3 years) while learning the art of people management skills as well as task management. - Someone who is self-motivated, driven, and team-oriented. - Independent work with excellent problem-solving skills.
We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any other characteristic protected by law. We are a VEVRAA Federal Contractor.
Internal Number: 7132
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