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Associate Director for Residential Operations and Assignments

Colgate University
New York, United States
Salary Not Specified
Posted Date
Aug 25, 2022
Department Statement
The associate director for residential operations and assignments is responsible for effective residential housing processes, stewardship of resources, and clear communications within a liberal arts, undergraduate residential campus. Colgate University students, faculty, and staff are collaborative, intellectually engaged, and highly communicative. The successful candidate for this position will demonstrate their ability to excel through their capacity for problem-solving, attention to detail, and skilled use of housing software.

The primary responsibility of this position includes on-campus occupancy management, housing selection, off-campus housing lottery, marketing and communications, office operations, key operations, damage billing, furniture inventory, and room management (including in emergent situations). Additionally, the position is highly communicative, as it engages heavily with students and families. The associate director will build and maintain collaborative relationships with colleagues across campus including in Facilities, Student Accounts, Administrative Advising, Disability Services, International Student Services, Information Technology Services, Summer Programs, and the Office of the Dean of the College.

The associate director is a member of the leadership team in Residential Life and will lead department staff through housing and operational processes in a collaborative and team-oriented approach. The position provides strong direction and clear communication to students and staff surrounding housing operations. The position indirectly supervises Area Director staff as it relates to housing operations. The associate director reports to the Director of Residential Life.

Learn more about Colgate University and the Dean of the College Division by reviewing A Candidate’s Guide to Colgate . Accountabilities
Housing Processes
  • Implement all housing operations processes in line with department and University goals including assignments, opening, closing, room changes, and selection processes.
  • Utilize housing software to contribute to the management of on-campus housing by processing assignments, status changes, waitlists, and other assignment-related requests.
  • Coordinate housing assignments during the academic year, breaks, commencement, reunion, summer housing, early arrivals, and late stays.
  • Utilize housing software to contribute to the management of Residence Life processes including early arrival and late stay coding, key management, and room condition reporting.
  • Utilize housing software to develop, implement, and assess systems and processes that support the off-campus housing lottery process.
  • Work with constituent groups such as the Residential Commons, theme housing, fraternities and sororities, and interest groups to determine on-campus housing assignments in line with the educational initiatives of the department.
  • Collaborate with the Office of Academic Support and Disability Services on student housing accommodation requests.
  • Maintain collaborative working relationships with rental organizations and community housing providers for ease of communication about students approved for private off-campus housing.
  • Provide data for University administrators and campus partners related to on and off-campus housing.
  • Utilize housing software for managing on and off-campus housing-related information including providing detailed occupancy reports, cancellation trends, and historical data as requested.
Marketing & Communications
  • Develop and disseminate housing process communications and educational materials through various channels, including the department website and social media, within University guidelines.
  • Research and respond to complex inquiries from students, families, and campus partners in order to provide or clarify information about on and off-campus housing services, options, programs, policies, or procedures
  • Assist with the development and administration of the Office of Residential Life housing policies, housing agreement, and general procedures.
  • Assist with direct communications to families and students including but not limited to phone calls and emails.

Resource Management
  • Maintain student room, common area, and stored furniture inventory for effective asset management throughout the year to be used for annual furniture purchases.
  • Effectively coordinate a room and building master key inventory; organize key check-in/check-out, and associated billing processes.
    Provide oversight for a small number of student storage areas on campus, establishing consistent guidelines and support for departments using these storage areas.
  • Coordinate the damage billing process in support of fostering a community where accountability and responsibility are highly valued.
  • Assist with the development of service agreements for fraternity and sorority houses.
  • Assist with annual replacement and long-range furniture planning related to residential furniture in partnership with the Director of Residential Life and Facilities department.
  • Serve as the department liaison to the housing software vendor, Information Technology Services, and Student Accounts in order to receive applications, make assignments, assess charges, deliver individualized communications, manage data, and generate reports within the housing software.
  • Thoroughly train professional and paraprofessional Residential Life staff about partnership and shared responsibilities with facilities staff, and housing operations processes.
  • Coordinate schedules of student office staff, and recruit, select, train, and supervise student office employees.
  • Provide oversight for a small number of student storage areas on campus, establishing consistent guidelines and support for departments using these storage areas.
  • Serve as a member of the Residential Life leadership team, training and preparing members of the live-in professional staff to perform operational functions such as room changes, room inventories, and damage reporting; role model effective communication with members of our diverse community.
  • Serve on various campus-wide committees as appropriate.
  • And other projects and duties as assigned.
This position may require occasional evening and/or weekend hours.

This position has been designated as a Campus Security Authority ( CSA ), in accordance with the federal statutory requirements of the Jeanne Clery Act. CSAs are required to and responsible for reporting allegations of crimes they receive from students and employees to the Campus Safety Department. Professional Experience/ Qualifications
Ideal candidates will have well-developed:
  • Interpersonal skills to build relationships across areas and to effectively respond to student and family inquiries,
  • Experience with database management and related analytical, data management, attention to detail, and problem-solving skills,
  • Organizational skills and demonstrated capacity to manage multiple projects and set and organize priorities, and
  • Experience in maintaining and improving processes.
Ideal candidates will bring:
  • Appreciation for the educational benefits of residential living with a small liberal arts institution, and
  • Enthusiasm about engaging with the diverse students, staff, and faculty with whom the Residential Life team partners.
Preferred Qualifications
  • Knowledge of database management, including residential housing software, is preferred.
  • Experience in a residential liberal arts setting is preferred.
  • Previous residential life experience is preferred.
A Bachelor’s degree is required.
A Master’s degree in higher education, student personnel, or a related field is preferred. Job Open Date 08/25/2022 Job Close Date Open Until Filled Yes Special Instructions Summary EEO Statement
It is the policy of Colgate University not to discriminate against any employee or applicant for employment on the basis of their race, color, creed, religion, age, sex, pregnancy, national origin, marital status, disability, protected Veterans status, sexual orientation, gender identity or expression, genetic information, being or having been victims of domestic violence or stalking, familial status, or any other categories covered by law. Colgate is an Equal Opportunity/Affirmative Action employer. Candidates from historically underrepresented groups, women, persons with disabilities, and protected veterans are encouraged to apply. For more information, click the "How to Apply" button.

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