TITLE Assistant Director, Residence Life, Housing and Dining Services-Business Services
CLASSIFICATION NUMBER 1958
IMMEDIATE SUPERVISOR Director, Residence Life, Housing and Dining Services
MAJOR ADMINISTRATOR Dean of Students
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, coordinates the card access software system, coordinates departmental computer operations, and oversees the contract release procedure.
MINIMUM ACCEPTABLE QUALIFICATIONS
Education: A Bachelor's degree is required. A Master's degree in Education Administration, College Student Personnel, Business Administration or a related field is preferred.
Experience: Broad-based experience in all areas of residence life, including at least two years of post-Bachelor’s administrative experience in student personnel work, housing administration, or a related field is required. Experience working with the room assignment process is required. Experience in positions which required significant contact with students 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 oral 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 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 residential contracting process, billing, and room assignments by leading the development of design and 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, and responding to questions about contract issues.
4. Increases utilization of departmental housing opportunities by developing and recommending marketing strategies; writing, designing, and coordinating promotional materials; developing and coordinating programs and activities to implement departmental marketing strategies, including the development of materials directed toward specifically target customer groups (e.g., Showcase); and providing information to students and parents at various opportunities through written communication, individual conferences, 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; serving as chairperson of the Off-Campus Request Appeals Board and coordinating guidelines for contract breakage requests; 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; supervising student employment procedures and payroll activities; and assisting in the development of the annual departmental budget by providing input regarding desk operations, mass mailings, marketing functions, and board revenue projections.
6. Ensures effective operation of the card access system by coordinating software changes, updating files, and supervising staff responsible for data entry and card replacement.
7. Facilitates and monitors, in conjunction with the Associate Directors and Assistant Directors, the development and implementation of professional development activities for Residence Hall Directors and Assistant Hall Directors.
8. Provides for departmental computer needs by serving as a liaison with Computer Services, providing guidelines for the operation of Residence Life computer labs, coordinating network and computer requests, 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; ensuring accurate dissemination of information through regular clerical staff meetings; and providing on-site supervision of the office on a daily basis.
10. Assists with, in conjunction with the Director, Associate Directors, and other Assistant Directors, appropriate and timely responses to system-wide or building-specific needs, emergencies, or other situations requiring central office intervention.
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.
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.
The Assistant Director, Residence Life, Housing and Dining Services-Business Services is supervised by the Director, Residence Life, Housing and Dining Services, directly supervises 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 SEPTEMBER 2012
JOB FAMILY 4
Factor 1: Professional Knowledge, Skill, and Technical Mastery
Level 3 - 1500 Points: Entry-level knowledge of the principles, concepts, practices, and methods of an administrative, managerial, technical, or professional specialty. Knowledge permits employee to carry out basic recurring tasks and routine portions of assignments or to carry out less demanding professional elements of assignments in professional or technical areas including accounting or auditing, financial management, business administration, human resources, law, engineering, science, or medicine, while gaining familiarity with the University's policies and goals, business practices, and/or accounting systems. This level of knowledge permits the employee to schedule and carry out the steps of a limited operation or project, or to complete stages of a multi-phase project. Alternatively, knowledge at this level might also permit the employee to carry out recurring tasks and routine assignments requiring moderate 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. Knowledge requirements may also include a limited amount of related work experience. Alternatively, equivalent knowledge requirements at this level include a non-technical or general Bachelor's degree requirement with a moderate level of additional related work experience or a non-specific Master's degree requirement with some related work experience.
Factor 2: Supervisory Responsibility
Level 4 - 470 Points: Supervision of (a) a moderate number of operative, administrative support, or paraprofessional employees who do not exercise a full range of supervisory responsibilities over other full-time employees, (b) a small number of professional employees who exercise limited supervision of others, or (c) large numbers of student workers or graduate assistants, or some equivalent combination of the above. The incumbent performs a full range of supervisory responsibilities including performance reviews of subordinates. The incumbent is responsible for training, planning, and directing the work of permanent employees, and generally controls hiring decisions. Supervisory responsibilities consume moderate amounts of work time and may include general work planning tasks.
Factor 3: Interactions with Others
Level 3 - 250 Points: The purpose of interactions is to advise or counsel others to solve recurring and structured problems, and/or to plan or coordinate work efforts with other employees who are working toward common goals in situations where relationships are generally cooperative. Interactions are moderately structured and routine and may involve employees in different functions, students, and/or the general public. These types of interactions require normal interpersonal skills.
Factor 4: Job Controls and Guidelines
Level 2 - 250 Points: The employee carries out a group of procedures using the general methods and desired results indicated by the supervisor. Typically, standard operating procedures, handbooks, and/or reference manuals exist for most procedures, but the employee must select from the most appropriate of several guidelines and make minor adjustments to methods. Unforeseen situations are normally referred to others for resolution. Assignments are related in function and objective, but processes, procedures, or software varies from one assignment to another. Based on the assignment, the employee uses diverse, but conventional, methods, techniques, or approaches. Employees in jobs at this level may perform work that is moderately complex, but normally performed within a fairly narrow and specific functional area.
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.