1961 Associate Director, Residence Life, Housing and Dining Services - Facilities and Operations

POSITION IDENTIFICATION

TITLE Associate Director, Residence Life, Housing and Dining Services-Facilities and Operations

CLASSIFICATION NUMBER 1961

GRADE 47

CLASSIFICATION Exempt

IMMEDIATE SUPERVISOR Director, Residence Life, Housing and Dining Services

MAJOR ADMINISTRATOR Vice President for Student Affairs

GENERAL FUNCTION

The Associate Director, Residence Life, Housing and Dining Services – Facilities and Operations is the senior professional responsible for all of the aspects of physical operation of the housing system including management and coordination of maintenance and custodial services, long-range capital planning, budget development, inventory control, emergency and contingency planning, contract management and relationships with major vendors, assisting with negotiation with the bargaining unit, and interpretation and application of the bargaining unit agreement.  This position is responsible for maintaining clean, safe, and well-maintained facilities for students, guests, and the University community.  The Associate Director, Residence Life, Housing and Dining Services-Facilities and Operations provides leadership to professional staff and assists in the development of policies and procedures for management of the housing system.

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: At least five years of experience in residence life facilities with increasing levels of responsibility is required.  Knowledge of basic custodial and maintenance practices with successful experience in management, organizational, and administrative responsibilities is required. Broad-based experience in all areas of residence life and housing administration is preferred.

Skills: The ability to select, supervise, evaluate, and direct professional and student personnel is required.  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 produce results as an administrator delegating tasks to other professionals, developing and administering budgets, and implementing goals is required. The ability to develop knowledge of, respect for, and skills to engage with those of other cultures or backgrounds is required.

Effort: The nature of the position requires the ability to move throughout all areas of the residence halls and being available to respond to emergency situations that may occur on evenings, nights, and weekends.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Develops, implements, and manages the departmental capital improvement plan.

2. Manages and coordinates the provision of maintenance services to residence halls and apartments.

3. Ensures efficient and effective custodial services to the residence halls and apartments by advising coordinators and supervisors.

4. Develops and manages operations budgets and provides oversight for damage assessment charges.

5. Assists in the development of the overall annual departmental budget.

6. Maintains the departmental inventory of furnishing, equipment, and supplies.

7. Prepare, negotiate, evaluate, and administer contracts related to housing facilities’ operations including elevators, pest control, access control, waste management, life-safety, and custodial services.

8. Manage departmental risk management program and coordinate compliance with applicable codes.

9. 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.

10. Oversees access control programs for residence halls and apartments including keys, electronic access, security cameras, and supervision of related staff.

11. Function as departmental liaison to University departments of Facilities Management, Safety and Transportation, Environmental Services, Postal Services, Networking and Telecommunications, and Planning, Design & Construction.

12. Function as departmental liaison to the Springfield Fire Department, Springfield Police Department, and Office of Emergency Management.

13. Participates as a member of the University community by serving on various committees and task forces as assigned.

14. Ensures the smooth operation of services such as telephone and cable television offered by the University to residents by communicating and coordinating with the service providers.

15. Facilitates the timely and efficient delivery of mail to students through oversight of the residence hall and apartment mail program.

16. Facilitates the delivery of self-service laundry program through the management of equipment and personnel.

17. 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.

18. Promotes optimum services 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.

19. Ensures the safety of all residents within the Residence Life facilities by developing comprehensive residence hall and apartment emergency procedures.

20. 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, and student leaders.

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

22. 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, Housing and Dining Services.

23. Supports the overall operation of the Department of Residence Life, Housing, and Dining Services by performing other duties as assigned by the Director; has administrative and supervisory responsibility in the absence of the Director.

SUPERVISION

The Associate Director, Residence Life, Housing and Dining Services – Facilties and Operations is supervised by the Director, Residence Life, Housing and Dining Services and supervises the Assistant Director of Residence Life, Housing and Dining Services – Facilities and Operations, Coordinator, Residence Life, Housing and Dining Services – Facilities and Operations, Custodial Services Coordinator, Facilities Specialist, Laundry Services Repair Technician, and administrative support staff and provides indirect supervision to Custodial Supervisors, Custodial Foremen, Residence Hall Directors, Residence Hall Receptionists, Residence Hall Hosts/Hostesses, Vending Services Assistant, Custodial staff, General Mechanics, Access Control Specialist, Locksmith, graduate assistants, and student staff.

OFFICE OF HUMAN RESOURCES

NOVEMBER 2016

JOB FAMILY 4

Factor 1: Professional Knowledge, Skill, and Technical Mastery

Level 5 - 3300 Points: Knowledge of the principles and methods of an administrative, managerial, or professional field such as accounting or auditing, financial management, information technology, business administration, human resources, engineering, law, social sciences, communications, education, or medicine. Knowledge permits employee to supervise projects and/or departments using standard methods to improve administrative and/or line operations. Knowledge also permits employee to plan steps and carry out multi-phase projects requiring problem definition and modified techniques, to coordinate work with others, and to modify methods and procedures to solve a wide variety of problems. Knowledge at this level requires a Bachelor's or Master's degree with substantial related work experience, including up to two years of administrative or supervisory experience. Alternatively, this level may require a professional or clinical degree beyond the Bachelor's degree with moderate related work experience; knowledge requirements include significant levels of related work experience.

Factor 2: Supervisory Responsibility

Level 5 - 730 Points: Supervision of (a) several work teams or work team leaders, (b) a rather large group of operative, administrative support, or paraprofessional employees, (c) a work group involving direction of skilled technical employees, (d) professionals in technical and skilled areas, and/or (e) subordinate supervisory personnel. The incumbent performs a full range of supervisory responsibilities including the authority to hire, train, transfer, promote, reward, or discipline others. Supervision will likely be general rather than close supervision of others. At this level, supervisory responsibilities consume significant amounts of work time and include substantial responsibility for work planning activities, staffing, and performance management as well as budgeting and planning functions.

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 4 - 850 Points: The employee operates under administrative supervision and makes decisions based on broadly-stated University objectives and available resources. Administrative guidelines are expressed in terms of project or program outcomes and deadlines with few comprehensive guidelines. Decisions are based on inadequate guidelines that require considerable interpretation and force the employee to plan all phases of the assignment. Assignments may be unrelated in function and the work requires many different processes and methods and a great deal of analysis to identify the nature and extent of problems. The work may require the employee to develop new methods and to deal with many variables, including some that are unclear or conflicting. Characteristic jobs at this level may involve directing large and/or complex programs, projects, or departments in which the work cuts across functional lines or requires dealing with unprecedented issues.

Factor 5: Managerial Responsibility

Level 5 - 2350 Points: Work involves primary accountability for a larger 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, influences internal or external operations, or impacts students, faculty, and/or staff. Work activities have a direct and significant impact on the department. Work activities also have a significant effect on the efficiency and reputation of the cost center and represent a relatively major function within the cost center. At this level would be jobs in which the incumbent may have responsibility for developing budgets, distributing budgeted funds, and exercising primary control over a moderately-sized budget.