Utility Administration and Billing Manager

Utility Administration and Billing Manager Location Cambridge, MA :

Job Summary

Organizational Context/Position Summary:

Energy & Facilities (E&F) operates and manages Harvard's energy supplies, district energy plants, and utility infrastructures on the Cambridge/Allston campuses, as well as a 24/7 facilities-related call, alarm monitoring, and dispatch center. E&F also provides a broad portfolio of labor-based services, including building maintenance, landscaping, and custodial, to a large portion of the University, as well as engineering, technical, and sustainability services. Within E&F, Engineering & Utilities (E&U) operates and manages energy supplies, district energy plants, and utility infrastructures on the Cambridge/Allston campuses, a 24/7 facilities-related call, alarm monitoring, and dispatch center, and provides engineering and technical services.

This position is responsible for the leadership, oversight and management of the utility billing functions within the E&U. This includes ensuring proper verification and rebilling of the University's external utilities and its internally generated energy services; managing the business relationship with the utility billing management software; and directly supervising administrative staff. This position also participates in initiatives to strengthen institutional collaboration and efficiency, provides support for special projects, and participates in developing strategies and policies to improve department outcomes.

Position Description

• Manage the contract and business relationship with EnergyCap, the utility billing management software vendor. Ensure proper levels of support and leverage the capabilities of the system. Represent the University as a member of the software user group and work with other EnergyCap clients to identify strategies and technologies being used to better support the University's decarbonization and energy efficiency goals.
• Work with outside electric, natural gas, and water/sewer utility vendors regarding billing, rate plans, account questions and issues, incentives for efficiency improvements, meter replacements, and general service items.
• Work with internal utility operations personnel to ensure accuracy and completeness of steam, hot water, chilled water, and electric metering.
• Develop and maintain good working relationships with key contacts within each of the Schools and Units to ensure proper support of utility bill processing and other related needs. Lead the team to find opportunities to reduce utility costs by identifying more economical vendor rate plans or ways to optimize within rate plans.
• Proactively provide Schools and Units with utility use data by building to help identify abnormal energy usage patterns and look for opportunities to improve building energy efficiency.
• Facilitate process improvements within the utility billing function and with other groups that rely on our data. Update Key Process Indicators to monitor performance as processes evolve.
• Collaborate and coordinate with other Campus Services groups such as the Office for Sustainability and Environmental Health & Safety to formulate the best delivery of utility consumption data to University customers.
• Supervise direct reports - including mentoring, development planning, performance management (reviews, planning, etc.), setting short-term and long-term standards and goals to ensure the integrity and success of the division.
• Provide Senior Director of Engineering & Utilities financial reports, scenario analysis, and budget forecasts. Leads, provides support to, or performs special projects (short and long range), initiatives, and tasks as assigned.

Basic Qualifications

• Bachelor's Degree and minimum of 10 years of progressive work experience in the energy, service or finance field with an understanding of internal rebilling process.

Additional Qualifications and Skills

Additional Qualifications:

• Master's Degree preferred.
• Demonstrated, detailed understanding of utility rates, experience in an institutional/industrial utility or utility consulting environment, and sound working knowledge of utility systems are required.
• Must be able to effectively lead, manage and influence others to achieve the established objectives of the larger organization.
• Demonstrated skills in data analysis, project planning and management; communication and interpersonal; management of teams, individual contributors, and consultants/contractors; and understanding of relevant utility technologies is required.
• Must be an effective problem-solver and be able to interact effectively in a highly political academic environment, have the ability to communicate effectively and articulately in both spoken and written communication with a diverse audience (both internal and external to the University), and have the capacity for managing multiple projects/priorities and deadlines.
• Must be self-motivated, enthusiastic and have high-energy; be able to think and work well independently and be a team player; have sound judgment skills and be able to delegate effectively.

Technology Skills Requirements :

• Must be highly proficient in the use of computers including Microsoft Office software suite (i.e.,Word, Excel, Access, PowerPoint), electronic mail, basic graphic design, and Internet applications.
• Experience with EnergyCap software desired.

Working Conditions

Working Conditions : The position requires on-campus presence in Cambridge, Massachusetts. Work location is responsive and subject to change based on business needs.

Additional Information

Emergency Status Designation : Critical Personnel (Under certain circumstances, as determined by E&U management, required to provide on-site support during emergency situations.)

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 primarily on-campus, in Massachusetts. This may include in-person during emergency situations (if applicable). 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.

Benefits

We invite you to visit Harvard's Total Rewards website ( to learn more about our outstanding benefits package, which may include:

• 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.

Job Function

General Administration

Department Office Location

USA - MA - Cambridge

Job Code

361059 Administrative Manager

Work Format

On-Site

Sub-Unit

Energy & Facilities

Salary Grade

059

Department

Engineering and Utilties

Union

00 - Non Union, Exempt or Temporary

Time Status

Part-time

Pre-Employment Screening

Education, Employment, Identity

Schedule

Monday-Friday: 8:00am-1:00pm

Commitment to Equity, Diversity, Inclusion, and Belonging

Harvard University views equity, diversity, inclusion, and belonging as the pathway to achieving inclusive excellence and fostering a campus culture where everyone can thrive. We strive to create a community that draws upon the widest possible pool of talent to unify excellence and diversity while fully embracing individuals from varied backgrounds, cultures, races, identities, life experiences, perspectives, beliefs, and values.

EEO Statement

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, gender identity, sexual orientation, pregnancy and pregnancy-related conditions, or any other characteristic protected by law.

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