Assistant Director of Housing Operations

Job Description

About Embry-Riddle Aeronautical University:

Embry-Riddle Aeronautical University is an independent, culturally diverse institution providing quality education and research in aviation, aerospace, engineering, and other related fields with residential campuses located in Daytona Beach, Florida and Prescott, Arizona. The University's Worldwide campus provides educational opportunities online and at approximately 130 locations throughout the United States, Asia, Europe, and Central/South America.

As the largest and most comprehensive aviation and aerospace-focused university in the world, Embry-Riddle is a unique institution. Over the past 90 years, the University has evolved with industry to break new ground and produce top-level graduates who serve the ever-changing needs of aviation and aerospace and other STEM-related disciplines. Embry-Riddle offers programs in seven primary fields of study including: Applied Science; Aviation; Business; Computers and Technology; Engineering; Safety, Security, and Intelligence; and Space.

For Academic Year 2021-22, there were over 11,100 undergraduate, graduate, and doctoral students that attended the University's residential campuses and approximately 20,195 students in total enrolled with the University around the world.

The Opportunity

Assist the Director of Housing and Residence Life in managing and coordinating Housing operations; specifically budget management, billing, office management, creation and maintenance of housing database, oversee assignments process, act as liaison between HRL and facilities management, assist in training and development of HRL staff, respond to questions and concerns from students, parents, and campus community, and fill in for the Director as needed.

Housing Administration – Participate in the overall administration of the Department of Housing and Residence Life. Assist the Director of Housing and Residence Life with overall operations, including:

• Respond to questions and concerns from students, parents, and campus community.
• Participate in creating and updating departmental publications (manuals, brochures, and websites).
• Create and ensure accuracy of publications and information supplied to students, parents, and campus community.
• Participate in the decision-making process regarding departmental operations, application processes, and assignments.
• Ensure proper key/card control and regular audits.
• Ensure proper reports are completed in a timely fashion.
• Ensure checkouts are completed in a timely fashion.
• Coordinate early arrivals, extensions, and opening/closing processes.
• Coordinate furniture reconfiguration requests and inventory.
• Manage front desk operations to ensure Customer Service, Connections, and Care are priorities.
• Participate in the Director on Call/Professional on Duty rotation and/or fill in as the Director of HRL as needed.

Staff Supervision & Development – Provide supervision and guidance to HRL staff. Assist in training.

• Hire, train, supervise and hold accountable the Housing Coordinator and Administrative Assistant for HRL.
• Hire, train, supervise and hold accountable the student workers for HRL.
• Provide on-going training for student front desk workers, Administrative Assistant, and Housing Coordinator for HRL.
• Ensure front desk is properly staffed, including the potential of additional staff during critical times (opening, closing).
• Develop and foster “team spirit” and effective work relationships within and between the student workers and Residence Life Staff.

Housing Database Management – Maintain housing database and create new content as needed

• Create and modify housing application.
• Create and modify required processes to ensure proper billing.
• Act as a liaison between Prescott HRL and Daytona Beach HRL to ensure proper overlap of procedures in database system.
• Act as a liaison between Prescott HRL and University Administration IT to ensure database is running properly and updated regularly
• Follow up with database vendor on any technical issues in a timely fashion.
• Provide appropriate level of training on housing database to HRL staff.

Budget Management – Assist the Director of Housing and Residence Life with managing the budget

• Run monthly, semester, and annual reports to ensure proper revenues, billing, and expenditures.
• Attend budget meetings and trainings.
• Keep/create financial records of capital and other expenditures.
• Oversee the reconciliation of P-cards and maintain records.
• Ensure Purchase Orders are processed properly and in a timely fashion.
• Examine trends in expenditures and revenues by cost center in preparation for annual budget creation.

Facilities Liaison – Assist the Director of Housing and Residence Life with managing the budget

• Work cooperatively with ERAU Facilities Management team to ensure work orders are completed properly and in a timely manner.
• Communicate facilities concerns to ERAU Facilities Management team and students.
• Regularly inspect HRL facilities.

Qualifications

Required Education:

Bachelor's Degree

Required Minimum Number of Years Work Related Experience:

3-5 years

Required skills, knowledge, abilities:

Analytical skills with and in depth understanding of the housing process from application to billing. Technical knowledge with Microsoft Office suite. Ability to create training materials and staff schedules. Preference for knowledge in basic HTML coding and past experience with a housing/occupancy management database, specifically THD.