Assistant Director of Operations, Student Housing & Residential Life
Student Housing & Residential Life
Job #: FP2013-416
Open until filled. Application Screening Begins:
California State University, Monterey Bay is distinctive in serving the diverse people of California, especially the working class and historically underserved communities. The identity of the University is framed by substantive commitment to a multilingual, multicultural, intellectual community which enables students, faculty and staff to cross institutional boundaries for innovative instruction, broadly defined scholarly and creative activity, and coordinated community service.
The University Corporation at Monterey Bay on the campus of CSUMB is an equal opportunity employer and committed to building a pluralistic university by hiring personnel with competencies and experience related to the regional and State population.
The University Corporation at Monterey Bay is a non-profit institution that is related and affiliated to the California State University, Monterey Bay. The University Corporation at MontereyBay is a nonprofit 501(c)(3) public benefits corporation that is a recognized auxiliary organization of California State University and was established in July 1994. The University Corporation's mission is to further the educational purposes of the University. The University Corporation at Monterey is committed to a standard of excellence in the services it provides and in the quality of work expected of its employees.
The Assistant Director of Operations reports to the Director of Student Housing & Residential Life. The Assistant Director is responsible for the management, training, and oversight of the daily administrative support and assignments operations in Student Housing & Residential Life. This position is a member of the department's core leadership team and is specifically responsible for providing administrative operations management in support of the Mission of Student Housing & Residential Life and California State University, Monterey Bay, and its diverse student community.
ESSENTIAL DUTIES AND RESPONSIBILITIES include, but are not limited to, the following:
Department Senior Leadership Team:
1. Assists the Director of Student Housing & Residential Life in the overall administration of the Student Housing & Residential Life programs and services.
2. Responds to the needs and problems of residents in a conscientious, appropriate, and timely manner. Meets with students, investigates issues, provides written follow-up to student concerns/complaints. Resolves severe or sensitive student or parental concerns and makes report of resolution to the Director of Student Housing & Residential Life, Dean of Students and Vice President of Student Affairs and/or President.
3. Assists in the development of Student Housing & Residential Life goals and objectives.
4. Serves as departmental administrator for student accounts, including housing charges, meal plans, and facilities damage and repair charges.
5. Identifies issues of area or departmental concern and takes initiative to resolve or report them and assist in the identification of potential solutions.
6. Makes significant efforts to recruit and retain student and professional staff reflective of the diversity of the student body.
7. Assists in the preparation of Student Housing & Residential Life Budget.
8. Reviews, interprets, and acts on special petition requests for housing policy exemptions.
9. In the absence of the Director and the Assistant Director of Residence Life, the Assistant Director of Operations assumes responsibility for oversight of the day-to-day operations of Student Housing & Residential Life.
10. Supports the integration of university academic support efforts, student success initiatives, student retention efforts, and cultural diversity within the residential environment.
1. Responsible for preparing and maintaining operations timeline.
2. Prepares reports (such as demographic and occupancy statistics) as necessary for the Director, Dean, Vice President, President, or Chancellor's Office.
3. Develops and coordinates the semester room transfer process and the annual continuing student reservation process, waiting lists, and billing processes.
4. Ensures rosters and occupancy reports are updated reflecting room assignment changes and gives reports on a monthly basis or as needed to the Director and appropriate departments.
5. Meets weekly with Director for Student Housing & Residential Life.
6. Responsible for operations budget oversight.
7. Responsible for annually updating the License Agreement.
8. Assists in strategic planning for operations.
9. Reviews petitions and requests for facility modification needs.
10. Coordinates with Student Disability Resources to provide housing support services for eligible students.
11. Coordinates yearly suite/room configuration planning, maintains configuration rosters and floor plans to maximize occupancy.
12. Assists/Advises students with account information, applies charges, account issues, and makes appropriate adjustments. Provide monthly, semester, and annual financial reports.
13. Works closely with Financial Aid, Student Accounts and Corporation accounting to collect outstanding student account receivables for housing and meal plans.
14. Acts as primary department liaison with the East Campus property management company responsible for licensing and financial transactions.
15. Oversees department technology and database management systems including training and system upgrades.
Communication and Marketing:
1. Responsible for all written communication disseminated in application packets, assignments packets and marketing tools for prospective students.
2. In collaboration with SH&RL staff, assists in organizing Student Housing & Residential Life presence at special recruitment events such as Open House and Orientation.
- Supervises, trains, develops assignments/administrative staff for Main Campus and East Campus.
- Oversees assignments processes.
- Provides oversight and general supervision to the Marketing and Outreach Coordinator and ensures both marketing and outreach efforts are in alignment with CSUMB's and SH&RL's vision.
- In conjunction and collaboration of SH&RL management staff, develops, maintains and ensures the overall customer service experience for both the Central and East Campus offices.
- Assists staff in settling staff conflicts in a positive and productive manner.
- Ensures that operation staff members (individuals and team) develop and build skills necessary to accomplish goals of the position as well as the priorities of the department.
- Evaluates performance of staff informally and formally.
- Serves as department liaison with other offices that provide direct services between students such as UPD, Lock Shop, Business and Finance, IT, SDR, CSC etc.
- Provides Director with timely and appropriate information as it relates to students experiencing problems and/or incidents concerning operations in the residential community.
- Provides role modeling and leadership for staff to work toward establishing a genuine respect for cultural and other personal differences.
- Meets weekly with Main campus and East Campus operations staff.
1. Prepares reports as necessary for the Director regarding department activity.
2. Serves actively on departmental and other University committees/task forces, as assigned.
3. Identifies issues of area or departmental concern and takes initiative to resolve or report them and assist in the identification of potential solutions.
4. Promotes and maintains an atmosphere of excellent internal and external customer service within the Student Housing & Residential Life program.
5. Performs other duties as assigned.
REQUIRED KNOWLEDGE, SKILLS AND ABILITIES:
Working knowledge of the practices, procedures, management and activities of a Student Housing and Residential Life program; general knowledge of the methods and problems of organizational and program management; general knowledge of research/interview techniques and principles of individual and group behavior. Ability to interpret and apply program rules and regulations; ability to initiate and use resourcefulness in planning work assignments and in implementing long-range program improvements; ability to obtain factual and interpretative information through interviews; ability to reason logically; ability to collect, compile, analyze and evaluate date and make written or verbal presentations; ability to advise students individually and in groups on routine matters and complex matters; ability to establish and maintain cooperative working relationships with faculty CSU administrators, student organizations, and others in committee work. Must possess excellent written and oral communication skills. Must have the ability to sensibly manage emergencies and respond diplomatically and effectively to complaints. Ability to analyze complex situations accurately and adopt effective courses of action; ability to determine appropriate courses of action and proper techniques to utilize while engaged with individuals in personal interactions of an argumentative or sensitive nature; ability to interpret and evaluate descriptions and explanations of problems brought forward by individuals or students organizations; analyze and define the problem, draw valid conclusions and project consequences of various alternative courses of action. Ability to carry out a variety of professionally complex assignments without detailed instructions. Demonstrated technical proficiency. Ability and skill to supervise the work of multiple direct reports and effectively recommend personnel actions; strong problem solving and conflict resolution skills; train and evaluate the productivity and performance of employees; and analyze situations and take corrective action.
Education and Experience:
Master's Degree required AND three to four years of progressively responsible post-graduate experience managing and coordinating residential programs. Working knowledge of the practice, procedures, management and activities of a Housing & Residential Life program. Specific experience with applications, assignments, and database management is highly desirable.
Special Condition (s) of Employment:
Must be available to work evening and weekends when necessary. Advanced fluency in using various standard office software packages such as Microsoft Word, Excel, and Access. Ability to work in an occasional high-pressured environment. Demonstrated experience that clearly provides evidence of the knowledge and skills required to perform each essential duty satisfactorily. The requirements identified above are representative of the knowledge, skills and/or abilities required. Ability to complete web-based training in Defensive Driving and continue to meet the established driving standards as a condition of employment.
NOTE: Candidates identified for hire with the University Corporation at Monterey Bay must successfully complete a criminal background check.
The person holding this position is considered a "mandated reporter" under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.
Knowledge of CBORD, PeopleSoft, Adirondack Solutions, and ACCESS and experience working in an educational environment highly desirable. Experience supervising and scheduling office workflow. Demonstrated understanding of and commitment to the CSUMB Vision Statement and the core values of mutual respect, collaboration and service orientation, multiculturalism and diversity, community service and institutional excellence. Experience working with a diverse and multicultural population and performing community services; demonstrated technical literacy.
SALARY AND BENEFITS:
The hiring salary for this position is commensurate with education and experience. This is an exempt position and as such is not eligible for the overtime provisions of the Fair Labor Standards Act. Benefits include medical, dental, vision and life insurance benefits, contributory retirement plan, TSA (403b), 13 paid holidays per year and other benefits. Corporation of CSUMB positions are "at-will" employment.
PHYSICAL WORK ENVIRONMENT :
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; to verbally communicate to exchange information, and to occasionally travel to other offices or locations to attend meetings or to pick up or deliver materials.
Please complete the required on-line Corporation application at http://hr.csumb.edu/jobs/db/fp/
A complete on-line Corporation application must be received in the University Corporation Human Resources Office BY 5:00 P.M. on Monday, June 21, 2013 TO BE GUARANTEED A REVIEW. Applications received after the application screening date will be reviewed at the discretion of the Corporation.
For assistance or if you require an accommodation, please call (831) 582-4449, or TDD at (800) 735-2929. For computer/online access you may visit the Tanimura & Antle Family Memorial Library (map) or our Student Services Building – first floor (map). Please check the links provided for the respective hours and the location of each site. The University Corporation at CSUMB will not fax application materials.
The University Corporation at CSUMB is an Affirmative Action/Equal Opportunity Employer. We consider qualified applicants for employment without regard to race, religion, color, national origin, ancestry, age, sex, gender, gender identity, gender expression, sexual orientation, genetic information, medical condition, disability, marital status, or protected veteran status.
All employees must be eligible for employment in the U.S.