Associate Director of Operations

Employer
California State University, Monterey Bay
Location
California, United States
Salary
Salary Not specified
Posted
Jun 01, 2021
Employment Level
Executive
Employment Type
Full Time


Associate Director of Operations & Finance, Student Housing & Residential Life

Classification: Management II
Department Name: Residential Life
Job Number: FP2021-718
Status: The priority screening was May 31, 2021; however, this position is open until filled. The committee will begin screening applicants the last week of June 2021.
Priority Screening Date: 05/31/2021
Recruitment Status:

Position Description:
The University Corporation (“Corporation”) at CSUMB is an equal opportunity employer and committed to building a pluralistic university by hiring personnel with competencies and experience related to the regional and State population. The Corporation is committed to a standard of excellence in the services it provides and in the quality of work expected of its employees. Every employee has an “at-will” relationship with the Corporation. This means that employment with the Corporation is at the mutual consent of the employer and the employee and is subject to termination by either party at will, with or without cause or advance notice.

POSITION SUMMARY

The Associate Director for Operations & Finance reports to the Director of Student Housing & Residential Life. The Associate Director for Operations & Finance is responsible for the management, training, and oversight of the daily administrative support of the operations in Student Housing & Residential Life, including occupancy management, oversight and enforcement of the housing and meal plan licenses and related policies, and revenues. This position is a member of the department's leadership team and is specifically responsible for providing administrative operations management in support of the Mission of Student Housing & Residential Life, Student Life, the Corporation, and California State University, Monterey Bay, and its diverse student community. CSUMB's residential communities houses more than 50% of the student body and have a capacity of over 3600 beds.

ESSENTIAL DUTIES AND RESPONSIBILITIES include, but are not limited to, the following:

Department Senior Leadership Team:
  1. Assists the Director of Student Housing & Residential Life in the overall administration of the operations and financial matters of the department.
  2. Responds to student inquiries and complaints in a conscientious, appropriate, and timely manner. Meets with students, investigates issues, provides written follow-up to student concerns/complaints. Resolves severe or sensitive student or parental concerns and makes a report of resolution to the Director of Student Housing & Residential Life and other stakeholders as directed by the Director of SHRL.
  3. Assists in the development of Student Housing & Residential Life goals, objectives, and outcomes, and strategic planning.
  4. Serves as departmental administrator for housing billing and student accounts, including charges for housing, meal plans, cancellations and terminations, and those associated with policy violations, facilities damages and repairs.
  5. In consultation with the Director of SHRL, prepares, implements, and oversees the Student Housing & Residential Life budget.
  6. Makes significant efforts to recruit and retain student and professional staff reflective of the diversity of the student body.
  7. In conjunction with the Associate Director of Residence Life and the Associate Director of Facilities & Planning, serves as back-up in the absence of the Director of SHRL in overseeing the day-to-day operations of the department.
  8. Assists with all departmental functions including but not limited to new student orientation, move-in, move-out, open house, admitted student reception, new student convocation, commencement and other functions as requested.
  9. Serves in the Administrator on Duty rotation for Student Housing & Residential Life.

Administration:
  1. Oversees development and implementation of occupancy management and assignments policies and processes.
  2. Responsible for preparing and maintaining operations timelines, such as reservations, assignments, billing, communications, and move in and move out.
  3. Oversees preparation of monthly, semester, and annual reports, including demographic and occupancy statistics, and financial revenues and payment status for university and Corporation management.
  4. Develops and coordinates the semester room transfer process, winter break and summer school assignments, and the annual housing selection process, waiting lists, and billing processes.
  5. Ensures rosters, occupancy and revenue reports are updated reflecting room assignment changes and provides reports on a monthly basis or as needed to the Director and appropriate departments.
  6. Responsible for the development of financial models including housing semester fees, Rate Lock, policy requirements for housing and other variables.
  7. Responsible for annual review and updates to License Agreements.
  8. Responsible for the assessment, invoicing and collection of housing and meal plan fees, including timelines, plans, and on-going monitoring of financial accounts for compliance.
  9. Actively assists with the configuration and on-going engagement with the student database management system to support operations and to ensure proper assessment of rent and associated accounting within the system.
  10. Oversees student payment issues (deferrals, payment plans, payment extensions, etc.) and student assessment issues (invoicing, proration, cancellation, termination, etc.).
  11. Audits and ensures compliance with applicable SHRL, University and Corporation policies for housing and meal plans.
  12. Leads department efforts with respect to financial clearance of student financial accounts prior to and during resident move-in events.
  13. Coordinates with Student Disability Resources to provide housing support services for eligible students.
  14. Coordinates yearly suite/room configuration planning, maintains configuration rosters and floor plans to maximize occupancy.
  15. Meets regularly with the Director of Student Housing & Residential Life.

Communication and Marketing:
  1. Oversee engagement of students, parents, and University partners via numerous mediums to share the SHRL story through data, and leading student-facing communications for student housing.
  2. Work closely with the Coordinators of Housing Operations and Marketing & Outreach, as well as other SHRL leadership, to actively promote the on-campus living experience and manage current resident communication processes and content.
  3. Develop, schedule, and assess current resident communications related to assignments and operational processes (assignments emails, reservations notifications, billing, Rate Lock, facility updates, etc.).
  4. Assist in organizing Student Housing & Residential Life presence at special recruitment events such as Open House and Orientation.
  5. Responsible for summer housing support including agreements, coordination, marketing and business development.

Leadership and Supervision:
  1. Supervises, trains, and develops Operations staff for, including, but not limited to team supervisors, assignments specialists, front desk services, information analyst, and marketing staff
  2. Serve as an ethical steward to institutional resources. Identify ways to best utilize departmental resources to meet the goals and objectives of SHRL and support the goals and vision of CSUMB and the Corporation.
  3. In conjunction and collaboration of SHRL Leadership Team and Coordinator of Housing Operations, develops, maintains and ensures the overall customer service experience for both the Main Campus and East Campus offices.
  4. Provides oversight and general supervision to the Coordinator of Marketing and Outreach and ensures both marketing and outreach efforts are in alignment with CSUMB and SHRL's vision and style guidelines.
  5. Ensures that Operations staff members (individuals and team) develop and build skills necessary to accomplish goals of the position as well as the priorities of the department, including performance evaluation.
  6. Provides role modeling and leadership for staff to work toward establishing a genuine respect for cultural and other personal differences.
  7. Meets regularly with Operations staff.
  8. Meets regularly with the Greystar management team. Represents SHRL with Greystar in absence of the Director.

Other Functions:
  1. Serves actively on departmental and other University committees/task forces as assigned.
  1. Identifies issues of area or departmental concern and takes initiative to resolve or report them and assist in the identification of potential solutions.
  2. Promotes and maintains an atmosphere of excellent internal and external customer service within the Student Housing & Residential Life program.
  3. Performs other duties as assigned.

PHYSICAL WORK ENVIRONMENT:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; to verbally communicate to exchange information, and to occasionally travel to other offices or locations to attend meetings or to pick up or deliver materials.


Knowledge, Skills and Abilities:
Working knowledge of the practices, procedures, management and activities of a program supporting students living on campus including financial, occupancy management, meal plans, and residential life; general knowledge of the methods and problems of organizational and program management; general knowledge of research/interview techniques and principles of individual and group behavior. Ability to interpret and apply program rules and regulations; ability to initiate and use resourcefulness in planning work assignments and in implementing long-range program improvements; ability to obtain factual and interpretive information; ability to reason logically; aptitude for numbers, quantitative analysis and data management, and make written or verbal presentations; ability to advise students individually and in groups on routine matters and complex matters; ability to establish and maintain cooperative working relationships with faculty, CSU administrators, University Corporation, student organizations, and others in committee work.

Must possess excellent written and oral communication skills. Must have the ability to sensibly manage emergencies and respond diplomatically and effectively to complaints. Ability to analyze complex situations accurately and adopt effective courses of action; ability to determine appropriate courses of action and proper techniques to utilize while engaged with individuals in personal interactions of an argumentative or sensitive nature; ability to interpret and evaluate descriptions and explanations of problems brought forward by individuals or students organizations; analyze and define the problem, draw valid conclusions and project consequences of various alternative courses of action. Ability to carry out a variety of professionally complex assignments without detailed instructions. Demonstrated technical proficiency. Ability and skill to supervise the work of multiple direct reports and effectively recommend personnel actions; strong problem solving and conflict resolution skills; train and evaluate the productivity and performance of employees; and analyze situations and take corrective action.


Minimum Qualifications:
Education and Experience:

Master’s Degree required AND four years of progressively responsible postgraduate experience managing and coordinating residential programs. Working knowledge of the practice, procedures, management and activities of a university housing department. Specific experience with applications, assignments, quantitative analysis, data management and financial management. Education, year for year, may be substituted for years of the required experience.


Specialized Skills:
Special Condition (s) of Employment:

Must be available to work evenings and weekends when necessary. Advanced fluency in using various standard office software packages such as Microsoft Word, Excel, and Access, and a student database management system. Ability to work in an occasional high-pressured environment. Demonstrated experience that clearly provides evidence of the knowledge and skills required to perform each essential duty satisfactorily. The requirements identified above are representative of the knowledge, skills and/or abilities required. Ability to complete web-based training in Defensive Driving and continue to meet the established driving standards as a condition of employment.


Preferred Qualifications:
Working knowledge of CBORD, PeopleSoft, StarRez, Maxient and ACCESS, and experience working in an educational environment highly desirable. Experience supervising and scheduling office workflow. Demonstrated understanding of and commitment to the CSUMB Vision Statement and the core values of mutual respect, collaboration and service orientation, multiculturalism and diversity, community service and institutional excellence. Experience working with a diverse and multicultural population and performing community services; demonstrated technical literacy in reporting and data analysis.


Special Conditions of Employment:


NOTE: A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with the University Corporation. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current University Corporation employees who apply for the position.

The person holding this position is considered a “mandated reporter” under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.

The University Corporation at Monterey Bay is an Affirmative Action/Equal Opportunity Employer. We consider qualified applicants for employment without regard to race, religion, color, national origin, ancestry, age, sex, gender, gender identity, gender expression, sexual orientation, genetic information, medical condition, disability, marital status, or protected veteran status. All employees must be eligible for employment in the U.S. This position is required to maintain confidentiality as outlined in the Department of Education’s Family Educational Rights and Privacy Act (FERPA) and California’s Educational Code Chapter 13 regarding sensitive student issues.

Please note: University Corporation employment is separate and distinct from CSU Monterey Bay or State of California employment. University Corporation employees are not employees of either CSUMB or of the state of California.


Compensation and Benefits:
The University Corporation is committed to providing our employees with a comprehensive program that rewards efforts that are appreciated by your colleagues, students, and the customers we serve. The annual range for this position is $76,500-$80,000 based on education and experience. This is an exempt position and as such is not eligible for the overtime provisions of the Fair Labor Standards Act. Benefits include medical, dental, vision and life insurance benefits, contributory retirement plan, TSA (403b), 13 paid holidays per year and other benefits. University Corporation of Monterey Bay positions are “at-will” employment.

The University Corporation at Monterey Bay also provides access to affordable campus housing, Employee Housing: https://csumb.edu/up/employee-housing


How to Apply:
To apply, visit https://csumb.peopleadmin.com/postings/6339

A completed online application and resume must be received by the University Corporation Human Resources by 5:00 p.m. on the priority screen date listed above to be guaranteed a review. Application submissions received after the application screening date will be reviewed at the discretion of the Corporation.

Materials submitted become the property of University Corporation at Monterey Bay and will not be returned. University Corporation at Monterey Bay will not fax application materials. For assistance or if you require an accommodation, please call (831) 582-3389, or TTD (800) 735 2929. For computer/online access you may visit the Tanimura & Antle Family Memorial Library (map) or our Student Service Center - first floor ( map). For additional campus information visit CSUMB.edu. For information regarding the University Corporation visit CSUMB.org.


jeid-9cae10419230ae44b1f7843d70dd7f91