TITLE Coordinator, Residence Life, Housing and Dining Services-Facilities and Operations
CLASSIFICATION NUMBER 1950
IMMEDIATE SUPERVISOR Assistant Director Residence Life, Housing and Dining Services-Facilities and Operations
MAJOR ADMINISTRATOR Director, Residence Life, Housing and Dining Services
The primary job duty of the Coordinator, Residence Life, Housing and Dining Services-Facilities and Operations is assisting in the overall facility management of eleven residence hall facilities accommodating approximately 4,000 students and ensuring that the environments remain clean, properly maintained, and functional. The Coordinator, Residence Life, Housing and Dining Services-Facilities and Operations assists the Assistant Director Residence Life, Housing and Dining Services-Facilities and Operations with management/oversight of custodians, maintenance repair workers, student employees, and assists with managing a budget for payroll, maintenance repairs, and supplies. The Coordinator, Residence Life, Housing and Dining Services-Facilities and Operations provides leadership to staff and assists in the development of policies and procedures.
MINIMUM ACCEPTABLE QUALIFICATIONS
Education: A bachelors required in Business Administration, Engineering or a related field; a masters preferred.
Experience: Two years of management experience, including at least one year in a responsible supervisory capacity with comprehensive management responsibilities involving purchasing, contract services, and records management, is required. Work experience in residence hall facilities is required. Knowledge of basic custodial and maintenance practices is required.
Skills: The ability to attend to details with accuracy and efficiency and to handle numerous tasks simultaneously is required; demonstrated oral and written communication skills and excellent interpersonal skills are required. Problem solving skills and demonstrated skills in conflict resolution, effective decision making, and goal achievement are required. The ability to effectively utilize a computer for word processing and compilation of data is required. The ability to develop knowledge of, respect for, and skills to engage with those of other cultures or backgrounds is required. An understanding of mechanical terminology is preferred.
Effort: Requires the ability to move throughout the campus, including climbing stairs in all residence halls and stairs and/or ladders on construction sites.
ESSENTIAL DUTIES AND RESPONSIBILITIES
1. Serves as the link between the Facilities and Operations office and the Hall Directors/Assistant Hall Directors for each residence hall by attending Hall Staff meetings regularly, developing and maintaining open communication and extensive training regarding facilities issues, and involving Hall Directors and Assistant Hall Directors in facilities projects within their building.
2.Ensures proper maintenance of the residence hall facilities (interior and exterior) by conducting regular and frequent inspections of residence halls and apartments and maintaining effective working relationships with Maintenance, Custodial and Hall Staff, overseeing completion of building walkthrough forms on a weekly basis as completed by Hall Directors/Assistant Hall Directors for each residence hall, and setting standards and training Hall Directors and Assistant Hall Directors to identify problem facilities areas within their building.
3. Recommends facility improvements and participates in the development of short and long-range plans for maintaining and improving the physical facilities, furnishings, and grounds.
4. Assists with, in conjunction with the Director, the Associate Director, and Assistant Directors, appropriate and timely responses to system-wide or building-specific needs, emergencies, or other situations requiring central office intervention; this includes a rotational, on-call schedule.
5. Generates reports to track expenses related to work orders as well as work order status.
6. Identifies, prioritizes, and addresses issues related to facility care and improvement and communicates facility activities/concerns promptly and regularly to the Assistant Director.
7. Ensures the smooth operation of the department by developing, maintaining, updating, and publishing appropriate housing operation procedural guidelines including staff manuals.
8. Requests, schedules, and assists with projects performed by other University departments, such as Planning, Design & Construction, Grounds, and Safety and Transportation, to ensure coordination of activities and completion of service requests.
9. Requests, schedules, and monitors work performed by outside contractors to assure contract compliance and coordination of work with residence hall activities.
10. Assists in coordinating all Facilities and Operations aspects of semester and vacation opening and closing of the halls.
11. Participates as a member of the University community and advances the concepts of Facilities and Operations by serving as a resource and liaison to other University offices and student groups as assigned.
12. Fulfills administrative record-keeping functions related to business management, contract administration and inventory/property control, including key, furnishings, and equipment/facility condition inventories.
13. Assists in developing specifications for and purchasing equipment, furnishings, and supplies for effective facility operation, ensuring that all structural, electrical, plumbing, safety and security systems are properly maintained and inspected.
14. Ensures compliance with all local fire codes by developing and directing general and fire safety policies and procedures, promoting awareness of fire evacuation procedures by conducting fire drills and evacuations, and ensuring the proper functioning of all fire reporting systems by conducting frequent and regular inspections.
15. Promotes a safe environment for all residents, residence hall staff, and other University personnel by administering the keying system that accounts for the safety and security of all on-campus residents.
16. Promotes readily accessible facilities to physically-challenged students by requesting modification projects, as necessary, to meet their special needs.
17. Engenders the development of responsible behavior among Residence Life, Housing and Dining Services staff and students by establishing and communicating behavioral expectations that encourage and influence the development of responsible behavior, facilitates the development of an environment which stimulates student responsibility and accountability within the residence life community, and encourages the practice of respect and care for the residence hall facilities and properties.
18. Promotes a positive image of Residence Life, Housing and Dining Services and fosters good public relations by investigating and responding to concerns and complaints of students, parents, University staff members and others and appropriately addresses their concerns in a timely manner.
19. Facilitates and ensures support from Facilities and Operations for Summer Camps and Conferences, Summer School, and SOAR.
20. Contributes to a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds.
21. Remains competent and current through self-directed professional reading, developing professional contacts with colleagues, attending professional development courses, and attending training and/or courses required by the Assistant Director, Residence Life, Housing and Dining Services-Facilities and Operations.
22. Contributes to the overall success of Residence Life, Housing and Dining Services and contributes to the accomplishment of its mission and goals by performing other duties assigned by the Assistant Director, Residence Life, Housing and Dining Services-Facilities and Operations or Director Residence Life, Housing and Dining Services.
The Coordinator, Residence Life, Housing and Dining Services-Facilities and Operations is supervised by the Assistant Director, Residence Life, Housing and Dining Services-Facilities and Operations and supervises, in conjunction with the Assistant Director, Residence Life, Housing and Dining Services-Facilities and Operations, the full time and student staff of Facilities and Operations.
OFFICE OF HUMAN RESOURCES
REVISED SEPTEMBER 2013
JOB FAMILY 2
Factor 1: Educational Requirements of the Job
Level 7 - 475 Points: The job requires a college degree in a business or technical area and/or a four-year degree with specific classes in a specialized or technical area.
Factor 2: Skill Requirements - Craft and Trade Skills
Level 3 - 550 Points: General mechanical or technical aptitude and specific knowledge and experience in a skill, craft, or trade. The ability to perform standard procedures, operations, and/or operate specific equipment, that is required through at least two years of experience and previous training is required.
Factor 3: Managerial Responsibility
Level 5 - 500 Points: Supervision of a work group or department including hiring, training, disciplining, and directing the work of others. At this level the required supervision will likely include general rather than close supervision of others. Typically, the nature of the work may involve the supervision of other supervisors or work group leaders, or the responsibility for a rather large group of operative employees in non-technical or non-highly skilled areas. At this level, supervisory responsibilities consume significant amounts of work time and include substantial responsibility for budget development as well as financial control, purchasing, and work planning responsibilities.
Factor 4: Guidelines
Level 4 - 150 Points: Administrative policies and procedures are available in general terms, but employee uses initiative and creativity in deviating from past practices to develop new methods or policies. Employee must exercise judgment in interpreting the intent of guidelines, methods, procedures, and processes to achieve objectives is left up to the incumbent.
Factor 5: Contacts
Level 5 - 350 Points: The purpose is to influence or motivate others to engage in negotiation regarding common, everyday issues. Contacts may be with students, coworkers, or the general public, may be moderately unstructured, and may involve persons who may be uncooperative or who have opposing objectives. Contacts at this level require considerable interpersonal skill, particularly in persuasion, negotiation, and conflict resolution.
Factor 6: Work Environment
Level 1 - 20 Points: The work environment had only everyday risks or discomforts associated with an office or commercial vehicle. The work area is adequately lighted, heated or cooled, and ventilated. There are no unusual hazards in the work environment.
Factor 7: Physical Demands
Level 2 - 60 Points: Work requires some exertion such as standing for long periods of time, considerable walking, frequent bending kneeling, reaching, and stooping. May include occasional lifting of moderately heavy objects. Work may require specific but common physical abilities.
Factor 8: Responsibility for Facilities and Resources
Level 3 - 70 Points: At this level would be jobs in which the incumbent has considerable ongoing responsibility for building security and public safety.
Factor 9: Complexity
Level 4 - 700 Points: The work involves varied duties requiring many different and unrelated processes and methods such as those relating to well-established administrative or professional fields. Decisions regarding what needs to be done include the assessment of unusual circumstances, variations in approach, and incomplete or conflicting data. The work requires making many decisions concerning such things as the interpreting of considerable data, planning the work, or refining methods and techniques to be used.