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Assistant Director of Residence Life for Housing and Summer Programs
|Onsite Event Position ID:||2251|
|Job Type:||Housing/Residence Life|
|Institution Type:||Private not-for-profit, 4-year|
|Institution Size:||< 3,500 Students|
TITLE: Assistant Director of Residence Life for Housing and Summer Programs
REPORTS TO: Director of Residence Life
SUPERVISES: Residence Life Housing Coordinator
Summer Programs Coordinator (seasonal)
BASIC FUNCTION: Manage all aspects of Academic Year and Summer housing processes, including management of contracts, prepayments, assignments, and communication with students. Manage all aspects of residence hall summer housing program, which include hiring, training and supervision of the temporary summer programs coordinator, management of all marketing efforts, projection and oversight of summer income including direct management of daily reconciliation, communication to all summer populations, and assignment and billing of summer populations. Administer residence hall housing database and coordinate with other offices to ensure the most effective use of the database. Supervise Residence Life Housing Coordinator and temporary Summer Programs Coordinator. Serve as quality control management over delivery of service to students and others. Provide facility oversight of cleaning schedules and repair/replacement schedules. Serve in on-call duty rotation and support Residence Life and Campus Life Programs as needed.
PRIMARY DUTIES AND RESPONSIBILITIES:
1. Supervision -- Supervise Housing Coordinator and temporary Summer Housing Coordinator;
Provide ongoing support and training for these positions as needed; conduct performance evaluations.
2. Administer Housing Database--Administer and manage the Housing Database (RMS/Mercury), the online housing system, assignment and billing of students, interns, and guests for the Fall, Spring, and Summer Terms. Provide leadership in the administration of the housing database; develop strategies for more efficient use of our housing database and other technology. Work within Residence Life and with other departments (i.e. Accounting, International Student Affairs, and Registrar,) in order to provide accurate and timely information on bills, applications, occupancy, etc.
3. Academic Housing Process—Manage marketing and promotion efforts; online housing process for new and returning students; room assignments; and Housing Renewal process. Ensure effective communication with students throughout their respective housing processes.
4. Summer Housing Process-- Manage marketing and promotion efforts for summer interns, SAIC students and Continuing Studies; online housing processes; and room assignments. Ensure effective communication with constituents throughout their respective housing processes. Oversee all communication with Early College Program students, Continuing Studies guests, interns and conference groups, including mailings and e-mails via our Housing Database, Welcome Letters, etc.
5. Billing—Directly responsible for all residence hall billing issues, including coordination with Student Financial Services and Fiscal Office to ensure residence hall billing information is received in a timely and accurate manner. Provide reconciliation of General Ledger with the Housing Database to ensure accurate billing for each term. Oversee entry of all residence hall damage charges or fines and ensuring the accuracy of such charges.
6. Provide Facility Support— Establish cleaning schedules, preventative maintenance schedules, and other facility project schedules such as schedules for replacement and repair in rooms.
7. On-Call Responsibility - Participate in 24-hour on-call rotation with live-in professional staff colleagues; recognize that residence halls are open 365 days/year and therefore being on-call during holidays should be expected; respond to student and/or facilities issues/crises in person 24-hours a day; high level of in-person response to mental health concerns, other crisis and facilities emergencies should be expected; professional staff may be asked to respond to the hospital if a student is transported via ambulance; consistent communication with Dean On-Call during crisis/emergency situations; maintain accurate incident reports using Symplicity Advocate Software
8. Crisis Management—Work with Residence Life and Student Affairs team to respond to critical incidents on campus. Work with other departments including IRFM, Campus Security, Wellness Center, and others to provide appropriate response to crises.
9. Manage Occupancy/Reporting--Oversee accurate weekly occupancy statistics for residence halls, and provide comparisons to previous years, as well as the budgeted expectations. Provide reporting on a variety of issues concerning housing such as residence hall rate comparisons, historical data regarding summer housing, demographic data on residence hall occupants, etc.; use data to make predictive analysis for future housing needs, identify current occupancy trends.
10. Manage Residence Hall Move In/Move Out—Coordinate all move-in and move-out processes. Management will include developing a logistics plan and communicating with residents, residence hall staff, other departments (Security, Operations) about their role.
11. Manage Online Materials--Work with Web Services to update on-line information, including applications, updated FAQ for the web, residence hall marketing materials, off campus housing information, and other information for the SAIC website. Work with Communications to monitor and expand offerings located on the SAIC portal for continuing students.
12. Collaborate with other Departments--Work closely with Admissions Staff to ensure constant feedback on the status of housing contracts and assignments during the Fall and Spring admissions process. Work with Student Financial Services to ensure timely and accurate billing. Work with IRFM to create and implement a preventative maintenance schedule and cleaning plan.
13. Off Campus Housing—Oversee services for students looking for off-campus housing. This service includes providing online information about apartment and roommate availability, revising Off-Campus Housing Booklet that appears on the website, keeping current on relevant issues facing renters in the Chicago area, and working with Residence Life Housing Coordinator to meet with students on an individual basis about their housing needs. Develop & enhance passive and active programming about off campus housing
14. Student Success—Provide leadership and oversight toward the goal of overall student retention. Provide individualized care to address student concerns within Residence Life, and work to eliminate barriers to retention. Utilize resources at your disposal through other departments, such as Student Financial Services, Academic Advising, Contemporary Practices, Counseling Services, and Health Services to provide a coordinated response to student needs.
15. Quality Service—work with the Director of Residence Life to provide quality service to all internal and external constituents at SAIC. Quality service includes responding in a prompt and professional manner to all student or guest concerns as well as working with others at SAIC to provide assistance when needed. Quality service also includes setting a high standard of service for all full-time staff and student staff, training that staff appropriately, and holding that staff accountable to this standard.
16. Student Support Team - Identify personal and emotional concerns of students; provide appropriate resources and referrals; track and monitor student issues using Symplicity database; maintain contact with parents and other constituencies as appropriate.
17. Assist with Office of Student Affairs Programs - Assist with OSA departmental programs such as Halloween Ball, Holiday Art Sale, Spring Art Sale, Leadership Dinner; serve on school committees and various work groups as assigned.
17. Live-in Position – This is a 12-month, live-in position; weekend and evening commitments should be expected; assist on-call staff as needed for student and/or facilities issues/crises (e.g., fire alarms, flooding, multiple student issues, etc.); allowed one weekend away each month (to be approved by supervisor).
18. Other duties as assigned.
·Master’s Degree with at least two years professional experience
·Effective communication skills
Proficiency in Microsoft Office Suite
·Ability to work with diverse populations, including multicultural experience, cross-cultural communication skills and the ability to create and promote an inclusive community
·Demonstrated collegiality and leadership ability
·Student-focused candidate with experience supervising staff (paraprofessional or professional), developing community, advising student groups, working with other student affairs offices, or promoting student learning in a residence hall setting
·Basic understanding of mental health and mental health support
·Skills in crisis management, counseling, mediation, student referrals and understanding of working with artist
Strong written and verbal skills. Ability to effectively communicate in a dynamic and fast-paced environment.
Strong organizational skills and the ability to prioritize work.
Be a self-starter with a demonstrated ability to plan, organize and prioritize strategies and tasks in an independent way.
Exhibit strong interpersonal skills and the ability to work effectively with a wide range of constituencies in a diverse community
Because your future is worth the investment!
The Placement Exchange is pleased to announce a funding award to help first-time candidates attend the TPE Onsite Spring 2019 event in Los Angeles! The funding award will create an opportunity for candidates, who otherwise experience financial hardship by attending TPE, to receive some financial assistanceto help defray expenses associated with participating in the event.
As a registered TPE Onsite candidate, The Placement Exchange invites you to participate in an pre-TPE event session for additional preparation, early onsite access, and advice on the TPE experience.
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