TITLE Assistant Director, Residence Life, Housing and Dining Services-Facilities and Operations
CLASSIFICATION NUMBER 1956
IMMEDIATE SUPERVISOR Director of Residence Life, Housing and Dining Services
MAJOR ADMINISTRATOR Assistant Vice President for Student Life/Director of Plaster Student Union
The Assistant Director, Residence Life, Housing and Dining Services-Facilities and Operations is responsible for all of the aspects of physical operation of the housing system, assisting with negotiation with the bargaining unit, interpretation and application of the bargaining unit agreement, and contract management and relationships with major vendors. This position is responsible for maintaining clean, safe, and well-maintained facilities for students, summer camps and conferences, and the University community. The Assistant Director, Residence Life, Housing and Dining Services-Facilities and Operations provides leadership to professional staff and assists in the development of policies and procedures, and improvement to facilities which enhance the students’ living environment and academic experience.
MINIMUM ACCEPTABLE QUALIFICATIONS
Education: A Master’s degree is required. A Master’s degree in Project Management, Management, or a related field is preferred.
Experience: Broad-based experience in all areas of residence life and housing administration with at least three years of administrative experience in residence life facilities is required. Knowledge of basic custodial and maintenance practices with successful experience in management, organizational, and administrative responsibilities is required.
Skills: Management skills, particularly problem solving and decision making as well as organizational and supervisory skills are required. The ability to attend to details with accuracy and efficiency and to handle numerous tasks simultaneously is required. The ability to compose written communications, guidelines, and procedures, as well as the ability to clearly communicate verbally to all personnel involved with the daily operation of residence life is required. The ability to move throughout all areas of the residence halls is required. The ability to develop knowledge of, respect for, and skills to engage with those of other cultures or backgrounds is required.
Other: The nature of the job requires being available to respond to emergency situations that may occur on evenings, nights, and weekends.
ESSENTIAL DUTIES AND RESPONSIBILITIES
1. Ensures the smooth operation of the department by developing and publishing appropriate housing operation procedural guidelines.
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 Facilities Maintenance staff.
3. Ensures efficient and effective services by monitoring activities of housing custodial personnel and advising their supervisors when corrections need to be made.
4. Promotes student involvement in the residence hall environment by managing the student paint program.
5. Ensures that the residence halls are prepared for new students each fall semester by hiring and supervising competent students to complete annual painting of student rooms, halls, and common areas during the summer months, as funded by the renovation and refurbishing budget.
6. 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.
7. Helps to ensure adequate funding is available for daily operational needs and for repairs and refurbishing of housing facilities by assisting in the development of the annual departmental budget request.
8. Ensures the future needs of residents are met by promoting continual renovation through interior design projects and standardization of furnishings.
9. Initiates purchase requisitions for needed equipment, supplies, and necessary furnishings.
10. Provides oversight of service contracts for trash, pest control, elevator service, and uniforms.
11. Serves as liaison with the card access system provider and ensures effective operation of the card access system by coordinating software changes, updating files, and supervising staff responsible for data entry and card replacement.
12. Helps to provide a safe and secure living environment by maintaining effective communication with the Springfield Police Department Substation and Department of Safety and Transportation, providing residents with information of safety and security issues, and coordinating with police and public safety officers to meet safety and security objectives.
13. Ensures the smooth operation services such as telephone, cable television, and card access offered by the University to residents by communicating and coordinating with the service providers.
14. Facilitates the timely and efficient delivery of mail to students by communicating and coordinating with Postal Services.
15. Oversees the Residence Halls’ self-service laundry facilities, including related equipment such as BearPass Card readers and laundry product dispenser machines, by ensuring the proper number and location of machines, determining when replacements are needed, preparing requests and specifications for new machines, developing annual budget proposals related to laundry equipment, exercising routine budget controls, and supervising the maintenance of laundry related equipment.
16. Ensures a pest-free living environment in all residence halls and apartment facilities by monitoring the performance of pest control efforts.
17. Contributes to the proper functioning of all elevators within the Department by monitoring all service calls and routine maintenance work and by preventing vandalism.
18. Promotes a safe environment for all residents, residence hall staff, and other University personnel by eliminating safety hazards which could cause injury or illness.
19. Supports student development and leadership opportunities through the advisement of the Residence Hall student groups, thus gaining student input and feedback regarding the Department of Residence Life, Housing, and Dining Services.
20. Promotes optimum service delivery by the departmental employees by providing assistance with the organization and coordination of all training workshops for the professional staff of the Department of Residence Life, Housing, and Dining Services.
21. Ensures the safety of all residents within the Residence Life facilities by developing comprehensive residence hall and apartment emergency procedures.
22. Promotes a positive living/learning environment which reduces vandalism by providing a prompt response to vandalized areas and by educating and supervising residence hall staff.
23. Meets the requirement for accountability of housing equipment and furnishings during the annual inventory, as directed by the Property Control Office, by maintaining accurate and thorough record-keeping and reporting procedures throughout the year.
24. Promotes readily accessible facilities to physically-challenged students by requesting modification projects, as necessary, to meet their special needs.
25. Supports the total mission of the Department of Residence Life, Housing, and Dining Services and the University by providing supervision, resources, and assistance to Residence Hall Directors, Graduate Assistants, Resident Assistants, Resident Programming Assistants, and student leaders.
26. Facilitates a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds.
27. 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 Director of Residence Life and Services.
28. Supports the Department of Residence Life, Housing, and Dining Services by performing all other duties as assigned.
The Assistant Director, Residence Life, Housing and Dining Services-Facilities and Operations is supervised by the Director of Residence Life, Housing, and Dining Services and supervises the Coordinator of Residence Life, Housing and Dining Services-Facilities and Operations, Residence Hall Directors, Custodial Supervisors, the Vending Services Assistant, the Access Control Specialist, the Locksmith, office staff, graduate assistants, and clerical staff.
OFFICE OF HUMAN RESOURCES
REVISED JANUARY 2013
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 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 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.