Assistant Director, Business & Housing Operations

Fairfield University is a co-educational, comprehensive Jesuit university with a 200-acre campus located along the scenic shoreline community of Fairfield, CT. The University is comprised of approximately 3,500 undergraduate and 1,200 graduate students pursuing degrees within 5 schools: The College of Arts and Sciences, The Charles F. Dolan School of Business, The School of Engineering, The Marion Peckham Egan School of Nursing and Health Studies, and School of Education and Human Development. As an expression of our Jesuit, Catholic mission and identity, Fairfield embraces a liberal humanistic approach to education, encouraging critical thinking, cultivating free and open inquiry, and fostering ethical and religious values.

Job Description:

Department: Office of Residence Life

Purpose: In alignment with Fairfield University’s Jesuit and Catholic Mission, the office of Residence Life seeks to promote the integration of each student’s mind, body and spirit. The Associate Director for Business and Housing Operations is an integral team member overseeing the daily budgetary and housing operations of Residence Life to ensure efficient and student friendly housing operations.

Position: The Associate Director will support student and professional personnel matters, general administration including but not limited to working closely with facilities and housing assignments, and financial planning for the Office of Residence Life. Working alongside key colleagues within the Division of Student Life, Facilities Management, Marketing and Finance, the Associate Director will ensure effective and efficient operations. This role will serve as the main liaison with the Business Manager for the Division of Student Life, Conference and Events management, and Facilities Management. The position involves detail oriented work in various University software applications including but not limited to Workday, Maxient, Banner, and Adirondack’s The Housing Director.

This team will support student and professional personnel matters, general administration, and business and financial planning. The Associate Director will supervise and coordinate the affairs of the Residence Life office and all its entities. The Associate Director will supervise 2-4 professional staff members serving in Area Coordinator or Graduate Resident Coordinator role and serve on the on-call rotation for Administrator on-call. The Associate Director will handle duties ranging from training new hires to assist in preparing department initiatives and reports.

Qualifications: Master’s degree in Student Personnel, Higher Education administration, Public Administration or related field and 3-5 years of related experience required. Professional supervision experience highly preferred and comfort with learning new web/software applications. Driver’s license required.

Core Responsibilities:

Financial Planning /Budgeting

• Collaborate with relevant parties to create and track budgets each month.
  
  
• Oversee money handling, accounting, and billing processes for students and staff, including student leader stipends, live in staff semester stipends and reimbursements.
  
  
• Implement plans with the Director of Residence Life to plan budgets for the fiscal year address any budgetary concerns
  
  
• Work closely with Senior Associate Director of Residence Hall to prepare budgets for furniture replacement for the Residence Halls at the end of each year.
  
  
• Pursue cost reduction opportunities for the office
  
  
• Generate financial reports on a monthly basis
  
  
• Oversee all damage billing at the end of year
  
  
• Work directly with the Marketing and Communication department and chair of selection and recruitment committees to manage marketing initiatives (budgeting, etc.)
  
  
• Oversee all budgets for the Office of Residence Life (RA training., RA Program, Res College, Commuter, IRHA, RCC, Student Damage, Operations, etc)
  
  
• Distribute required funds for programming each semester ( RA building programs, RHA, etc)
  
  
• Complete Requisitions/Purchase Orders/ Contracts for all programs and purchases in the Office of Residence Life
  
  

Facilities Management

• Work closely with Facilities on work order reporting each month
  
  
• Approve student work orders Work with Operation Assistant on billing for lock changes and student damage throughout the semester
  
  
• Work with Dean of Students Office/Facilities on billing related to student damage that immediately needs to charged directly to students
  
  
• Work with Conference and Events Management (CEM) Facilities and the Senior Associate Director on opening and closing of the residence halls (keys, work orders, forms, dates, etc.) Program Planning and Logistics
  
  
• Assist with the logistics of all Residential College retreats (Fall and Spring semester)
  
  
• Assist with the RA training and RA program planning
  
  
• Assist with all Residence Life selection and recruitment processes
  
  
• Work with Residential College Faculty chair on program budget logistics and program planning
  
  
• Work with Residential College Mentor Coordinator on all program budget and program planning/
  
  
• Interface with vendors for program planning and logistics (IRHA spring fest, Townhouse Time travel, etc.).
  
  
• Work with Senior Director of Residence Life to modify planning process for opening and closing, Health and Safety inspections and fines, and end of year room inspections
  
  
• Support Senior Director of Residence Life with Housing Selection process
  
  

Front Office Operations

• Maximize front office with Operation Assistants to manage students’ expectations and office goals.
  
  
• Assist in the training and support of functional areas (opening, closing, billing, budgeting)
  
  
• Communicate and execute day to day operations to the Residence Life team
  
  
• Work with Central team to improve business operations for effective operations related to student communication at different times in the semester
  
  
• Employ and implement strategies to ensure the overall operations of the office consist of smooth, efficient, and effective practices.
  
  

Reporting and Assessment Tracking

• Author, manage and deliver executive level reporting, including monthly and semester status reports relating to work orders and operation and program budgets
  
  
• Assist Senior Director of Residence Life to track common area inspection reports from Area Coordinators.
  
  
• Develop ways to report out the cost of RA programs and RHA programs at the end of each semester.
  
  

Supervision & Committees

• Supervise two professional staff
  
  
• Supervise the commuter students and commuter peer assistants
  
  
• Assist in the supervision of work-study students and the front desk Operation Assistant
  
  
• Assist with the planning of programs when needed on different committees
  
  

This position is based at Fairfield University’s Fairfield, CT campus and is not eligible for immigration assistance.

Category:

Student Life - Admin

Performs such other duties, responsibilities, and activities as required by supervisor and as departmental/University needs indicate.

*Disclaimer

The above information indicates the general nature and level of work performed by employees within this classification. It is not designed to contain and should not be interpreted as a comprehensive inventory of all duties, responsibilities, activities, and/or qualifications required or expected of employees assigned to this job. Duties, responsibilities, and activities may change and new ones may be assigned at any time, with or without notice.

All offers of employment are contingent upon a satisfactory background check.

Fairfield University provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

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