Assistant Director, Facilities

The Harvard Law School Facilities Management Office oversees the operation and maintenance of academic and residential buildings in a campus setting comprised of approximately 1.2M gsf.

The Assistant Director is a dynamic, hands-on role requiring both strategic oversight and active involvement in day-to-day campus operations. This role is primarily responsible for managing all aspects of contracted services (custodial, pest control, landscape, and waste removal) on the Harvard Law School (HLS) Campus, ensuring agreed upon terms and conditions are met to quality standards. This position also actively monitors trend data and contractor performance indicators.

The Assistant Director also supervises the loading dock & mailroom operations as well as dormitory vacancy turnover services during the year. They are responsible for managing and leading a team of direct reports within the Mailroom and indirectly managing the contracted teams for the Loading Dock and Landscaping & Trash/Recycle.

This position is integral to the seamless coordination of various groups so there is minimal disruption to the everyday ebb and flow of campus. This individual works with all levels of the University community and a wide spectrum of outside agencies, schools, and vendors. It also works closely with the Facilities team & other staff at HLS, supporting day-to-day activities associated with the maintenance, repair, and general operation of the campus, with an eye toward continuous improvement.

As an Assistant Director you will:

• Manage all aspects of contracted dock services and internal mailroom operations; develop policies and procedures, ensure proper recording of all deliveries and custody transfers, and oversee management of vehicle traffic at the loading dock area.
• Manage the contracted custodial services, conduct regular campus/building inspection tours, and liaise with the various custodial managers.
• Manage campus interior and exterior window cleaning with an emphasis on safety; coordinate access to all interior spaces.
• Manage all aspects of landscaping, recycling, trash, and snow removal services with a focus on maintaining a safe campus environment. Develop and implement a strategy to have zero waste.
• Ensure preventative and routine pest control maintenance across campus, monitoring and addressing issues in a timely manner. Must play an active role in eliminating pests from our campus.
• Manage and reconcile the annual budgets for these services, including developing scope, soliciting bids, and coordinating service contracts. Create standard operating procedures (Sop’s).
• Work closely with the Assistant Director of Campus Housing to manage the dormitory turnover process including room inspections, scheduling repair and maintenance, and maintaining a stock of supplies and furniture. Learn and become the backup on the housing software StaRez to complete entry-level tasks.
• Conduct building visits with staff to observe site conditions and interact with community members. Communicate service schedules, disruptions, or updates to relevant stakeholders. This includes touring dormitory hallways weekly to inspect for cleanliness, safety, and compliance with university policies, addressing any issues or concerns promptly.
• Establish audit procedures to evaluate and adjust the systematic and uniform performance of all tasks. Actively seek out improvements for processes and programs with other Facilities staff members and make recommendations, testing and encouraging green practices where applicable.
• Conduct evaluations of workmanship, landscaping material, streets, walks, signs, general appearance, safety conditions, and other exterior campus facilities and features.
• Be the Facilities Liaison to the Events department. Keep the Facilities department informed about major events on campus.
• Plan, coordinate, and schedule special projects.
• Perform other duties as assigned.

Bachelor’s degree or relevant experience. 7 years of experience and management experience required.

We are looking for people with:

• Strong technical and analytical skills with knowledge of data collection and analyses.
• Ability to work effectively in a fast-paced environment with a diverse group of students, faculty, and staff using strong customer service, interpersonal, and communication skills (both written and verbal).
• Excellent customer service skills to support, respond to, and coordinate with students, faculty, staff, and visitors from first contact to the resolution or disposition of their needs. Effective problem-solving and sound judgment/decision making skills.
• Organization and attention to detail to manage multiple, challenging projects simultaneously.
• Diplomacy, negotiations, and consensus-building skills.

Move to and from various buildings, ascend/descend multiple sets of stairs and move from room to room on each floor to inspect the physical condition of the building required.

Must be available during HLS peak times such as: holiday breaks, residence hall move-in/move-out dates, commencement, and the start of classes each semester. This position is designated with Critical/Essential Status for Harvard Law School (HLS), on-call 24/7/365, and expected to report to campus when needed during emergency situations and severe weather.

We regret that Harvard Law School is unable to provide visa sponsorship for staff positions.

All offers are made by HLS Human Resources.

• 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.