Utility Coordinator
By working at Harvard University, you join a vibrant community that advances Harvard's world-changing mission in meaningful ways, inspires innovation and collaboration, and builds skills and expertise. We are dedicated to creating a diverse and welcoming environment where everyone can thrive.
Why join Harvard University Central Administration?
Harvard University's Central Administration (CADM) is a 5,000+ employee organization that supports the university's overall excellence by understanding and serving the needs of its schools, students, faculty, staff, alumni, and surrounding communities. Through dynamic and collaborative partnerships, CADM provides high-quality and efficient services to the schools to help them achieve their goals.
Job Description
Engineering and Utilities (E&U) is responsible for Harvard’s complex utility infrastructure, managing the purchase and operation of energy resources, and providing specialized engineering and technical services for the Cambridge and Allston campuses. The group manages Harvard’s utilities systems (steam, chilled water, hot water, electric power, natural gas, fuel oil, water and sewer), operates the Blackstone Steam Plant, the District Energy Facility, and the two Cambridge campus chilled water plants, and provides professional engineering and technical services. This position provides primary support to the Utility Administration Group and secondary, broad range administrative support to all areas within E&U, including operations, engineering, and general administration. It is anticipated and intended that specific duties and assignments will vary to provide flexibility in meeting business needs.
Job-Specific Responsibilities:
- This position is responsible for facilitating and overseeing a successful internal billing process each month for all utilities consumed by the University, including electricity, chilled water, hot water, steam, natural gas, water & sewer, and fuel oil.
- Directly responsible for compiling and reviewing usage data from nearly 1,000 internal utility meters and a dozen or so major utility vendor meters. Includes downloading most usage data as well as manually entering remaining, confirming all data accuracy, estimating missing/erroneous meter usage data, and alerting operations personnel to any anomalies.
- Administers the monthly internal chargeback process for all utilities. Executes processes in EnergyCAP billing system to allocate meter usage and calculate remainder meters. Verifies accuracy and completeness of data, then runs bill generation process to send cost recovery charges to the Harvard General Ledger application each month as part of the monthly University accounting close. Annually include charges for Utility Administration fees.
- Performs duties of EnergyCAP key user on monthly and annual basis as needed. Manages databases for rate plans, vendors, bill formats, accounting codes, custom fields, allocation percents, and chargeback formulas. Ensures other team members accurately manage accounts, organizations, buildings, and meters.
- Creates and maintains spreadsheet-based tools to supplement the input/output capabilities of EnergyCAP, including, reformatters for vendor-provided billing files, bill tracking tools, batch verification tools, monthly billing review reports, and remittance advices.
- Supports reporting needs of end users and E&U executives, enabling them to verify usage, cost and operations are within acceptable ranges. Supports E&U and other unit executives with financial analyses of vendor rate plan options. Assists in the development of future utility rate guidance provided to Harvard schools and units for internal budgeting purposes.
- Analyzes utility vendor rate plan proposals submitted to the Massachusetts Department of Public Utilities to determine impacts to EnergyCAP setup. Recommends and implements changes to EnergyCAP setup to accommodate new rate plans and billable charge types.
- Coordinates with other Harvard units, particularly Environmental Health & Safety and the Office for Sustainability, to provide them with the utility usage data they need to fulfill their mission and to satisfy government reporting requirements.
- Oversees and advises other billing team members as needed regarding use of EnergyCAP and associated tools, utility industry terminology and practices, and department processes. Participates in department cross-training to provide backup for all support staff functions in E&U.
- Successfully identifies, analyzes, and solves problems in a positive manner; willingly shares knowledge so that others may be cross trained; addresses problem issues head-on in a proactive manner. All communications and support must be done in a professional manner.
- Participates in the establishment and implementation of office policies and procedures required to meet departmental goals. This includes the review of existing processes and procedures, and the development and implementation of new processes and procedures. Provide records management functions on a variety of documents.
- All functions to be performed in full compliance with established policies and procedures and all work in an efficient and accurate manner such that the task is accomplished in the specified time frame and with the desired outcome/result.
- May participate and/or serve on Campus Services committees and task forces.
- Performs related job duties or other assignments as required or directed.
Working Conditions:
- This is an on-campus position (not hybrid or remote) based in Cambridge, Massachusetts. Work location is responsive and subject to change based on business needs.
- Emergency Designation: Critical Personnel (Note: Under certain circumstances, as determined by Campus Services management, required to provide on-site support during emergency situations.)
Qualifications
Basic Qualifications:
- Minimum 3 years of experience in utility administration required; relevant training or a related college degree may be considered as a substitute for experience.
- At least 3 years of office or administrative experience required.
- Demonstrated, in-depth proficiency with databases, spreadsheets, and Microsoft Office applications.
Additional Qualifications and Skills:
- Must have excellent communication (verbal and written) and interpersonal skills and the ability to work effectively and independently in a fast-paced environment.
- Must be able to manage multiple responsibilities, set priorities, take initiative, and meet deadlines.
- Must be detail oriented and have the ability to complete tasks accurately.
- Previous customer service experience preferably.
Additional Information
- Standard Hours/Schedule: 40 hours per week
- Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position
- Pre-Employment Screening: Identity, Criminal
- Other Information:
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.
Work Format Details
This position is based on-site at a Harvard campus location. 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.
Salary Grade and Ranges
This position is salary grade level 056. Please visit Harvard's Salary Ranges to view the corresponding salary range and related information.
Benefits
Harvard offers a comprehensive benefits package that is designed to support a healthy work-life balance and your physical, mental and financial wellbeing. Because here, you are what matters. Our benefits include, but are not limited to:
- Generous paid time off including parental leave
- Medical, dental, and vision health insurance coverage starting on day one
- Retirement plans with university contributions
- Wellbeing and mental health resources
- Support for families and caregivers
- Professional development opportunities including tuition assistance and reimbursement
- Commuter benefits, discounts and campus perks
Learn more about these and additional benefits on our Benefits & Wellbeing Page.
EEO/Non-Discrimination Commitment Statement
Harvard University is committed to equal opportunity and non-discrimination. We seek talent from all parts of society and the world, and we strive to ensure everyone at Harvard thrives. Our differences help our community advance Harvard's academic purposes.
Harvard has an equal employment opportunity policy that outlines our commitment to prohibiting discrimination on the basis of race, ethnicity, color, national origin, sex, sexual orientation, gender identity, veteran status, religion, disability, or any other characteristic protected by law or identified in the university's non-discrimination policy. Harvard's equal employment opportunity policy and non-discrimination policy help all community members participate fully in work and campus life free from harassment and discrimination.