Assistant Director, Housing Operations

University of Delaware

Equal Employment Opportunity Statement

The University of Delaware is an Equal Opportunity Employer which encourages applications from Minority Group Members, Women, Individuals with Disabilities and Veterans. The University's Notice of Non-Discrimination can be found at http://www.udel.edu/aboutus/legalnotices.html


Job No: 498917
Work Type: Staff
Location: Newark
Categories: Student Affairs & Services, Full Time


PAY GRADE: 31E

CONTEXT OF THE JOB:

Under the limited direction of the Senior Associate Director of Residence Life & Housing, the Assistant Director of Housing Operations in Residence Life & Housing (RLH) effectively coordinates and executes a continuous improvement approach to fiscal oversight, major administrative systems, and facility coordination within a large campus housing system comprised of over 40 residence halls housing nearly 7,000 undergraduate students with over $60 million in annual transactions. The Assistant Director develops and manages comprehensive approach ensuring all students are billed appropriately for housing and develops auditing systems for 100% billing accuracy.

The Assistant Director plays a significant role for the safety and security of University buildings and residents via key and access control system and process training, tracking, audit, and system review along with contract management. The Assistant Director for Housing Operations organizes in collaboration with the Facilities, Real Estate, & Auxiliary Services (FREAS) team facility programs and projects occurring in the residence halls including resident rooms, common spaces, and staff apartments. The Assistant Director of Housing Operations maximize system effectiveness, student satisfaction, and student occupancy rates for the department.

This position is required to work during residence hall opening and closing timeframes which typically occur on weekends or during crisis situations. Additionally, there may be timeframes when vacation time is restricted.

MAJOR RESPONSIBILITIES:

• Under the limited direction of the Senior Associate Director, develop comprehensive processes for billing of nearly 7,000 academic year housing contracts and hundreds of other interactions through the StarRez software system in connection with Student Financial Services and FREAS practices and processes.
• Lead RLH functional components of StarRez system management related to safety and security processes for keys, spares, OneCard access, year-round including distinct transition periods. Partner with Information Technology (IT), FREAS - Lockshop, and in-hall teams for ongoing needs, changes, and auditing of processes and products.
• Administers the ongoing set-up of the StarRez system including resource, key, and OneCard system updates, billing term configurations, and package tracking. Performs testing and quality control with the implementation of system upgrades. Provide ongoing support to users through training, maintenance, and troubleshooting.
• Develop, train, and provide direction to all levels of staff on applicable StarRez functions and procedures; develop and implement training for partners using RLH StarRez functions. Develop means to hold staff accountable to effective utilization of StarRez features and systems.
• Manage payments of software licenses, service level agreements and addendums, new purchases, and cloud hosting fees with Procurement.
• Manage RLH StarRez billing and accounting tasks and timelines including configuring annual rate tables, auditing room-type data, and process testing for student billing processes related to housing charges.
• Process student housing billing functions utilizing the StarRez Housing Management System for undergraduate and graduate students. Conduct monthly audits to ensure 100% continuous accuracy in student billing and maintain standards for all billing rate exceptions such as those related to ADA and University interim measures.
• Oversee the process to reconcile housing deposit liability accounts according to Internal Audit requirements and Facility & Auxiliary Services Financial & Management Services.
• Process individual and group billing for interim housing participants including creating charges, processing journal vouchers, coordinating with involved departments to ensure accurate lists for billing.
• Coordinate as needed with university units to reconcile items such as liability accounts, Internal Audit requirements, and records discrepancies among multiple systems and departments impacted by department charges.
• Develop processes and provide training to all levels of staff for managing facility emergency issues resulting in displacement of students including actions, budget use, student/parent response, and FREAS follow up.
• Advocate for the improvement of student spaces including evaluation of need, scope of projects, planning with FREAS and coordination with PPD project managers.
• Initiate the annual review process and make recommendations for modifications to the Undergraduate Student Housing Contract to the Senior Associate Director.
• Work collaboratively with the Assignments Coordinator and the Assistant Director for Student Success and Retention on working with students out of compliance with student status.
• Develop, oversee, and handle response to concerns with mail and package security within the residence halls. Lead investigations on loss reports, coordinate with the Office of Risk Management on reimbursement issues, and liaison with delivery companies to address departmental liabilities related to loss reports.
• Oversee and coordinate business continuity plans and annual risk assessment reporting to the Office of Risk Management. Liaison with Director of Risk Management on institutional responses for student damage claims caused by facility malfunctions or Environmental Health and Safety concerns.
• Provide direction for hall opening and closing, and break housing; supervise administrative assistants with corresponding responsibilities. Lead UDPD, Facilities, Grounds, Parking, Project Planning & Delivery, and other multiple institutional units in a coordinated residence hall early check-in, late stay, opening and closing efforts.
• Act as the liaison with Conference Services and Facilities, and group coordinators to implement smooth transitions; plan and coordinate Blue Hen Helpers; confer with Custodial and Maintenance divisions on building readiness and opening/closing logistics.
• Oversee the self-governing UD owned Greek Housing program. Liaise with Fraternity and Sorority Leadership and Learning staff advisors and UD Facilities personnel to provide support and resources to student leaders and residents.
• Coordinate all aspects of summer housing for programs which involve research and other non-summer school use.
• Manage housing arrangements for all live-in professionals including space upgrades, pet policy, deposits, and partner/family use needs.
• Develop and facilitate the ongoing development and training of undergraduate Office Managers in relation to their role with keys, ONECards, and opening and closing.
• Participate in professional development activities.
• Perform job-related duties as assigned.

QUALIFICATIONS:

• Bachelor's degree in a related field and four years of related work experience, or equivalent combination of education.
• Strong organizational skills.
• Ability to effectively manage multiple priorities while giving attention to details.
• Ability to analyze and interpret software and other forms of data and prepare complex reports, statements, and/or projections as well as a proven ability to handle highly confidential information.
• Proficiency with database and spreadsheet software such as Microsoft Excel and database query writing tools; knowledge of SQL is preferred.
• Effective interpersonal and oral and written communication skills and the ability to work effectively with a wide range of constituencies in a diverse environment.
• Experience in directing staff and developing and conducting training.
• Ability to analyze and assess information technology training/development needs.
• Ability to analyze problems and develop creative solutions to complex issues; facilitate procedures during system failures; direct and enforce policies and procedures.

• Ability to work effectively with a wide range of constituencies in a diverse community and rapidly changing technical environment.

• Commitment to fostering a workplace culture of belonging, where diversity is celebrated, and equity is a core value.
• Demonstrates an understanding and consideration of the differing needs and concerns of individuals with varying identities, cultures, and backgrounds.

Notice of Non-Discrimination, Equal Opportunity and Affirmative Action
The University of Delaware does not discriminate against any person on the basis of race, color, national origin, sex, gender identity or expression, sexual orientation, genetic information, marital status, disability, religion, age, veteran status or any other characteristic protected by applicable law in its employment, educational programs and activities, admissions policies, and scholarship and loan programs as required by Title IX of the Educational Amendments of 1972, the Americans with Disabilities Act of 1990, Section 504 of the Rehabilitation Act of 1973, Title VII of the Civil Rights Act of 1964, and other applicable statutes and University policies. The University of Delaware also prohibits unlawful harassment including sexual harassment and sexual violence.

Applications close:

PI179432003