1958 Assistant Director, Residence Life, Housing and Dining Services-Business Services

POSITION IDENTIFICATION

TITLE Assistant Director, Residence Life, Housing and Dining Services-Business Services

CLASSIFICATION NUMBER 1958

GRADE 45

CLASSIFICATION Exempt

IMMEDIATE SUPERVISOR Director, Residence Life, Housing and Dining Services

MAJOR ADMINISTRATOR Vice President for Student Affairs

GENERAL FUNCTION

The primary job duties of the Assistant Director, Residence Life, Housing and Dining Services-Business Services are managing the student room assignment and contract process for the University housing system and developing and coordinating the marketing and retention publications which assure full occupancy of those residence halls.   The Assistant Director Residence Life, Housing and Dining Services-Business Services supervises office support staff, residence hall receptionists and night hosts, coordinates departmental computer operations and telecommunications, and oversees the contract release procedure.

MINIMUM ACCEPTABLE QUALIFICATIONS

Education: A Master's degree in business administration, accounting, college student personnel, education administration or a related field is required. 

Experience: At least four years of post-Master’s experience in residence life, housing administration, or a related field is required.  Experience working with the room assignment process is required. Knowledge of or experience with occupancy management software is required.  Experience in positions with significant student contact is required.

Skills: Skills in word processing and data management and the ability to provide daily management of an office operation are required.  The ability to organize data, information, and people to produce an effective, efficient, and student-oriented reception area and clerical operation is required.  Effective verbal and written communication skills are required, both in group and individual communications.  The ability to handle numerous tasks simultaneously while accurately and efficiently attending to detail is required.  The ability to coordinate the publication of promotional materials is required. High level skills in mediating and resolving student and parent concerns are required. The ability to operate standard office equipment such as a computer, fax, phone, printers, and copier are required. The ability to develop knowledge of, respect for, and skills to engage with those of other cultures or backgrounds is required.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Facilitates a service-oriented approach to student development by participating in the development and implementation of long-range and short-range goals designed to meet the needs of current and prospective students.

2. Facilitates a creative, appropriate, and student-oriented direction for the department by participating in the shaping, interpretation, communication, and implementation of Residence Life, Housing and Dining Services policies and procedures.

3.  Supervises the residential contracting process and manages guest housing, including billing and room assignments by leading the development and design of online contract applications and processing, overseeing the modification of computer programs for assignment and billing procedures for residence halls and apartments, developing rate schedules and occupancy parameters, coordinating development of resident contracts and leases for housing and meals plans, responding to questions about contract issues, and facilitating the consolidation process as necessary.

4. Increases utilization of departmental housing opportunities by developing and recommending marketing strategies, writing, designing, and coordinating promotional materials in print and on the web and social media, developing and coordinating programs and activities to implement departmental marketing strategies, including the development of materials directed toward specifically targeted customer groups (e.g., Showcase and Student Orientation Advisement and Registration (SOAR)), and providing information to students and parents at various opportunities through the website, written communication, individual conferences, tour rooms, and telephone conversations.       

5. Helps to ensure the efficiency and effectiveness of business processes by initiating journal entries and budget fund transfers with Financial Services, ensuring the efficient processing of student contracts and room condition reports through appropriate closing procedures, coordinating guidelines for contract breakage requests, serving as the appeal officer for contract breakages, coordinating the creation and distribution of all correspondence and mass mailings regarding housing assignments as well as responding to student and parent inquiries, serving as liaison to Enrollment Services regarding admission dates and communications with newly admitted students resulting in priority dates for incoming students’ housing contracts, serving as liaison to SOAR, Athletics, and International Student Services, and supervising student employment procedures and payroll activities.

6. Assists in the development of the annual departmental budget, maintains accurate data in compliance with internal audit guidelines and standards, provides revenue projections for presentation to the board, performs marketing functions and mass mailings, and provides input regarding desk operations.   

7. In conjunction with the Associate Director, Assistant Directors, and Coordinators, facilitates and monitors the development and implementation of professional development activities for Residence Hall Directors and Assistant Hall Directors and participates in the annual and ongoing training of professional, clerical, and student staff.

8. Provides for departmental computer needs by serving as a liaison with Computer Services, providing guidelines for the operation of Residence Life computer labs, managing front desk and staff networking and computing needs, developing new departmental applications for available software, overseeing the ResNet System, and coordinating efforts of the System Analyst and Network Analyst assigned to Residence Life.

9. Provides an efficient customer service-oriented office operation through the hiring, training, and evaluation of clerical personnel, ensures accurate dissemination of information through regular clerical staff meetings, provides on-site supervision of the office on a daily basis, and oversees receptionists, night hosts, and support staff to provide efficient customer service for in-hall desk operations.

10. In conjunction with the Director, Associate Director, and other Assistant Directors, assists with appropriate and timely response to system-wide or building-specific needs, emergencies, or other situations requiring central office intervention, including participation in a rotational on-call schedule.

11. Administers, facilitates, and manages the Educational Benchmarking, Inc. (EBI) assessment and evaluation process in conjunction with the Association of College and University Housing Officers – International (ACUHO-I) and the departmental Quality of Life – Residence Life annual survey and provides strategic advice and consultation to leadership in the development and implementation of modifications and enhancements to existing operations, systems, and procedures based on assessment.

12. Actively participates in professional organizations, facilitates interaction with other institutions of higher education, and participates as a member of the University community by serving on various committees and task forces as assigned.

13. Contributes to a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds.

14. Remains competent and current through self-directed professional reading, developing professional contacts with colleagues, attending professional development courses, and attending training and/or development courses required by the Director, Residence Life, Housing and Dining Services.

15. Supports the overall operation of Residence Life, Housing and Dining Services and contributes to the accomplishment of its mission and goals by performing other duties as assigned by the Director, Residence Life, Housing and Dining Services.

SUPERVISION

The Assistant Director, Residence Life, Housing and Dining Services-Business Services is supervised by the Director, Residence Life, Housing and Dining Services, directly supervises The ResNet Administrator, the Web Programmer Analyst/Server Administrator, and several clerical and support staff members in Residence Life, Housing and Dining Services, and makes recommendations which are given particular weight regarding the hiring, firing, advancement, promotion, and other status changes of those supervised.

OFFICE OF HUMAN RESOURCES

REVISED JUNE 2015

JOB FAMILY 4

Factor 1: Professional Knowledge, Skill, and Technical Mastery

Level 4 - 2300 Points: Knowledge of the principles, concepts, practices, methods and techniques of an administrative, managerial, or professional field such as accounting or auditing, financial management, business administration, human resources, engineering, social sciences, communications, education, law, or medicine. Knowledge permits the employee to complete assignments by applying established methods to recurring types of projects/problems susceptible to well-documented precedents or to schedule, plan, and carry out precedented projects. Alternatively, knowledge at this level might also permit the employee to carry out precedented projects requiring considerable experience in specific areas within higher education. Knowledge at this level is typically acquired through a combination of formal education and/or training and experience that includes a requirement for a college degree in a specific technical or professional specialty along with significant related work experience. Alternatively, equivalent knowledge requirements at this level include a non-technical or general Bachelor's degree requirement with substantial work experience or a non-specific Master's degree requirement with substantial work experience. Knowledge requirements generally also include a significant amount of related work experience and may include administrative or supervisory experience.

Factor 2: Supervisory Responsibility

Level 3 - 270 Points: Supervision of a limited number of (a) operative, administrative support, or paraprofessional employees who do not exercise a full range of supervisory responsibilities over other full-time employees, (b) a very small number of professional employees, or an equivalent combination of (a) and (b). The incumbent performs a full range of supervisory responsibilities including performance reviews of subordinates. The incumbent is generally responsible for training, planning, and directing the work of permanent employees, and provides major input into hiring decisions. Supervisory responsibilities consume moderate amounts of work time and may include general work planning tasks.

Factor 3: Interactions with Others

Level 4 - 500 Points: Interactions with others are somewhat unstructured. The purpose may be to influence or motivate others, to obtain information, or to control situations and resolve problems. Interactions may be with individuals or groups of co-workers, students, or the general public, may be moderately unstructured, and may involve persons who hold differing goals and objectives. Individuals at this level often act as a liaison between groups with a focus on solving particular unstructured problems. Interactions at this level require considerable interpersonal skill and the ability to resolve conflict.

Factor 4: Job Controls and Guidelines

Level 3 - 500 Points: The employee operates under general supervision expressed in terms of program goals and objectives, priorities, and deadlines. Administrative supervision is given through statements of overall program or project objectives and available resources. Administrative guidelines are relatively comprehensive and the employee need only to fill in gaps in interpretation and adapt established methods to perform recurring activities. In unforeseen situations, the employee must interpret inadequate or incomplete guidelines, develop plans, and initiate new methods to complete assignments based on those interpretations. Assignments are normally related in function, but the work requires many different processes and methods applied to an established administrative or professional field. Problems are typically the result of unusual circumstances, variations in approach, or incomplete or conflicting data. The employee must interpret and refine methods to complete assignments. Characteristic jobs at this level may involve directing single-purpose programs or performing complex, but precedented, technical or professional work.

Factor 5: Managerial Responsibility

Level 4 - 1500 Points: Work involves the primary accountability for a smaller department, program, or process. Work activities involve managerial decisions that directly affect the efficiency, costs, reputation, and service quality of the department, program, or process. Work affects a limited range of professional projects or administrative activities of the University. Work activities have a direct and substantial impact on the department. While work activities do have some effect on the efficiency and reputation of the cost center, departments, programs, or processes at this level represent a relatively minor function within the cost center. Employees in jobs at this level may have responsibility for developing budgets, distributing budgeted funds, and exercising the primary control over a relatively small budget.