Associate Director of Housing Operations
Full Time
Winston-Salem, NC 27127
Posted
Job description
Full/Part Time
Full-time
School/Department Information
Student Affairs Operations
Primary Description of Work
The Associate Director of Housing Operations is a 12-month position reporting to the Director of Student Affairs Operations. This role will oversee the central focus of the university’s student housing operations including personnel management, supply and inventory management, and property management, with a priority on the health, safety, and wellbeing of UNCSA’s residential students.
Work Schedule and hours
Monday-Friday (occasional weekends and emergency on-call for facilities); 8:00am – 5:00pm
Description of Responsibilities and Duties
Description of Work:
Property Management
Property Management
- Provide regular maintenance updates to Student Affairs leadership using current and relevant data from StarRez (software application for tracking maintenance work orders).
- Serve as a point of contact for off-campus maintenance vendors and service providers on bid requests/invoices/payments for maintenance, installations, etc. related to residence halls.
- Serve as staff manager for Hanes Student Common Managers including the scheduling of part-time staff.
- Coordinate campus reservations of Hanes Student Commons 301 and Eisenberg Social Hall via the university’s scheduling platform 25Live.
- Coordinate and regularly review maintenance-on-call policies to ensure students receive prompt and professional service on emergency work orders.
- Provide consistent and ongoing communication to residential students and campus stakeholders on all matters related to vendors in/around university’s residential spaces.
- Responsible for making recommendations to Director of Student Affairs Operations using research and professional best practices for purpose of ensuring safe and efficient delivery of maintenance services.
- Collaborate with Residence Life professional staff on developing and maintaining systems for collecting and assessing student feedback regarding their residential experience (i.e. cleanliness, maintenance, utilities, etc.)
- Provide oversight of maintenance work for Summer Intensive programs.
- Schedule periodic inspections of all residence halls to ensure compliance with local and state fire and safety code, this includes compliance with Americans with Disabilities Act (ADA).
- Assist Director of Student Affairs Operations with ADA compliance for all student affairs spaces.
- Regularly review room damage policies and process with Director of Student Affairs Operation and Assistant Director of Occupancy Management to ensure housing-related billing (i.e. room damages, forfeited deposits, etc.) is fair and equitable for all students.
- Establish and maintain a culture of exceptional customer service in all interactions with student community.
- Work with Director of Student Affairs Operations in conducting periodic energy audits with a goal of identifying and implementing energy efficient systems and products.
- Provide weekly and monthly reports on the number of existing maintenance work orders for the purpose of tracking efficiency and repeat and problematic repairs.
- Review and approve reservation requests for Hanes Student Commons submitted through online portal.
Personnel & Contract Management
- Oversee the hiring and training of staff in the areas of housekeeping and maintenance while ensuring emphasizing the mission of Student Affairs and UNCSA
- Coordinate the staff selection of work uniforms and ensure staff compliance.
- Ensure housekeeping and maintenance staff are trained and remain current in all safety/OSHA/chemical requirements.
- Provide day-to-day supervision and support to Maintenance team (two full-time and 2-3 contract staff) and Housekeeping team (five full-time and seasonal part-time employees) and 2-4 part-time employees in Hanes Student Commons.
- Coordinate all hiring and payroll paperwork for full-time and temporary maintenance and housekeeping staff.
- Ensure accuracy and thoroughness of work by staff and vendors, including a system for tracking both the quality and thoroughness of completed maintenance work orders.
- Coordinate frequent and recurring meetings with Maintenance & Housekeeping staff to ensure effective communication exists among all teams and levels.
- Coordinate work performed by off-campus vendors in residential spaces.
- Prioritize and schedule contract work for painting, furnishings, and other maintenance needs.
- Collaborate with Director of Student Affairs Operations and Purchasing Department on all work in residential spaces requiring state contract bids/surplus.
- Conduct periodic performance reviews ensuring staff have a clear understanding of expectations and goals for their individual and team roles.
Inventory Management
- Maintain database of appliances, furniture, equipment, and other assets reflecting life cycle, repairs, and timelines for replacement.
- Monitor the use, location, and life cycle of tools and vehicles in housing & transportation.
- Manage inventories of equipment, supplies and fixed assets used by Maintenance and Housekeeping teams to ensure on-demand availability of resources.
- Solicit feedback from Housekeeping & Maintenance teams for needed resources/equipment/supplies.
- Work with key stakeholders on division and departmental goals, standards, policies, and procedures.
- Assist Director of Student Affairs Operations in coordinating the surplus process for Student Affairs Operations materials in a timely and efficient manner with the Central Warehouse team.
Other
- Assist in the preparation of reports upon request.
- Provide recommendations to Student Affairs leadership and other campus stakeholders on plans and projections for renovations upon request.
- Promote the goals and mission of Student Affairs by serving as requested on university, system and division-wide committees.
- Maintain rapport with Occupancy Management, Residence Life, Purchasing, Campus Police, Facilities Management, Summer Intensives staff, Learning Support Specialist.
- Other duties as assigned by the university.
Functional Competencies
Knowledge – Program and Organization
Knowledge of state, federal, policy interpretations and precedents affecting program area(s), and unique situations. Ability to analyze and explain revisions, and implement initiatives. Ability to draft and recommend new procedures. Operational knowledge and the ability to articulate the purpose of the program’s organization including its mission, services, clients and measures of business effectiveness in order to adapt processes, procedures and activities to meet needs. Ability to identify, understand and provide possible resolutions for unique issues and problems that with broad impact and/or a broad range of client services. Ability to lead teams in the modification of processes using applicable technology web based data systems and programs.
Program Administration
Ability to establish expectations and clear directions for a defined program area independently. Ability to make decisions regarding the program expectations and direction to ensure program outcomes and timelines are met. Ability to identify, understand, and provide corrective alternatives for issues and problems of a more complex nature. Ability to adjust program priorities based on changing work environment and deadlines. Ability to analyze and develop information for monitoring and measuring work processes. Ability to determine program effectiveness and efficiency. Ability to identify trends in program operations or activities and make recommendations. Ability to manage the reporting of financial area or program(s), including preparation and analysis of financial statements and reports.
Customer Service
Ability to engage and act in the best interests of the organization by aligning service delivery with strategic goals and client’s needs. Ability to maintain quality service standards and recommend improvements. Ability to enhance collaboration among individuals and groups. Ability to build consensus when dealing with opposing points of view, and resolve competing or complex issues. Ability to promote a high level of integrity among all staff. Knowledge of the unique needs of clients and ability to provide responsive services/answers tailored to their requirements.
Communication – Verbal/Written
Ability to advise and consult with clients to ensure accuracy of the communication and understanding of the message. Ability to place messages in context with the organization’s broader business perspective.
Leadership
Ability to train, assign, supervise and review the work of others. Ability to perform and/or supervise several administrative functions. Ability to supervise a various functions of considerable complexity.
Information/Records Administration
Ability to develop and recommend new approaches to improve records and information management. Ability to evaluate and recommend changes to data collection and data presentation methods in response to complex requests. Ability to identify trends in information management and analysis, and discuss these with higher level staff. Ability to make recommendations for improvement. Ability to develop program tools applicable to assigned program area(s). Ability to maintain awareness of current and emerging technologies which could improve the efficiency and effectiveness of data management with other business systems.
Minimum Qualifications
Bachelor’s degree; or equivalent combination of training and experience. All degrees must be received from appropriately accredited institutions.
If no applicants apply who meet the required competency level and training and experience requirements, then management may consider other applicants. Salary would be determined based on competencies, equity, budget, and market considerations.
If no applicants apply who meet the required competency level and training and experience requirements, then management may consider other applicants. Salary would be determined based on competencies, equity, budget, and market considerations.
Preferred Qualifications
Preferred
Education - Bachelor’s Degree in Maintenance/Property Management, Business Administration, Project Management, or related business area.
Experience - Five years of experience in university residence life and/or student affairs; building/construction codes, facility maintenance, and health and safety regulations.
Demonstrated ability to relate to individuals and groups with widely varying backgrounds, perspectives, education, and skillsets.
Terms of Employment
S1 12 month
Knowledge, Skills and Abilities
- Ability to communicate goals, objectives, and expectations in a clear and concise manner.
- Ability to create concise reports by parsing large amounts of data.
- Ability to analyze complex data and make recommendations related to maintenance, development and design of residential spaces to division leadership.
- Possess self and other awareness of staff morale and needs and work collaborative both as a leader and member of a team.
- Understand the importance of, and be able to conduct, regular performance reviews with staff.
- Demonstrate skills in working effectively and respectfully with culturally and socioeconomically diverse populations (i.e. staff, students, families of students, etc.)
- Extensive knowledge of residential and commercial maintenance, repairs, and renovations.
- Extensive knowledge of best practices in cleaning of densely populated residential spaces (i.e. hotels, apartments, university residence halls, etc.)
- Extensive project management skills related to multi-stage construction involving various types of employees and workers (i.e. sub-contractors, contract employees, full-time staff, etc.)
- Skills in creating and maintaining storage warehouse spaces including tool and equipment and cleaning supplies inventories.
- Ability to review and analyze policies/procedures and make recommendations for continual improvement with a focus on customer (student) care, wellbeing, and safety.
- Ability to communicate effectively communicate with student populations.
Special Conditions for Eligibility
Functional Competencies
Functional Competency
Knowledge – Program and Organization
Competency Description
Knowledge of state, federal, policy interpretations and precedents affecting program area(s), and unique situations. Ability to analyze and explain revisions, and implement initiatives. Ability to draft and recommend new procedures. Operational knowledge and the ability to articulate the purpose of the program’s organization including its mission, services, clients and measures of business effectiveness in order to adapt processes, procedures and activities to meet needs. Ability to identify, understand and provide possible resolutions for unique issues and problems that with broad impact and/or a broad range of client services. Ability to lead teams in the modification of processes using applicable technology webbased data systems and programs.
Competency Level
Advanced
Functional Competency
Program Administration
Competency Description
Ability to establish expectations and clear directions for a defined program area independently. Ability to make decisions regarding the program expectations and direction to ensure program outcomes and timelines are met. Ability to identify, understand, and provide corrective alternatives for issues and problems of a more complex nature. Ability to adjust program priorities based on changing work environment and deadlines. Ability to analyze and develop information for monitoring and measuring work processes. Ability to determine program effectiveness and efficiency. Ability to identify trends in program operations or activities and make recommendations. Ability to manage the reporting of financial area or program(s), including preparation and analysis of financial statements and reports.
Competency Level
Advanced
Functional Competency
Customer Service
Competency Description
Ability to engage and act in the best interests of the organization by aligning service delivery with strategic goals and client’s needs. Ability to maintain quality service standards and recommend improvements. Ability to enhance collaboration among individuals and groups. Ability to build consensus when dealing with opposing points of view, and resolve competing or complex issues. Ability to promote a high level of integrity among all staff. Knowledge of the unique needs of clients and ability to provide responsive services/answers tailored to their requirements.
Competency Level
Advanced
Functional Competency
Communication – Verbal/Written
Competency Description
Ability to advise and consult with clients to ensure accuracy of the communication and understanding of the message. Ability to place messages in context with the organization’s broader business perspective.
Competency Level
Advanced
Functional Competency
Leadership
Competency Description
Ability to train, assign, supervise and review the work of others. Ability to perform and/or supervise several administrative functions. Ability to supervise a various functions of considerable complexity.
Competency Level
Advanced
Functional Competency
Information/Records Administration
Competency Description
Ability to develop and recommend new approaches to improve records and information management. Ability to evaluate and recommend changes to data collection and data presentation methods in response to complex requests. Ability to identify trends in information management and analysis, and discuss these with higher level staff. Ability to make recommendations for improvement. Ability to develop program tools applicable to assigned program area(s). Ability to maintain awareness of current and emerging technologies which could improve the efficiency and effectiveness of data management with other business systems.
Competency Level
Advanced
Posting Detail Information
Posting Number
AS524P
Open Date
01/27/2023
Close Date
02/27/2023
Open Until Filled
No
Salary Range
Recruitment Range, if applicable
$45,477- $55,583 (GN09)
Special Instructions to Applicants
This is a SHRA position. PLEASE NOTE: A criminal background check will be conducted on candidate finalist prior to the offer of employment. Resumes will not be accepted in lieu of completing an electronic application. The application must be competed in full detail (including work history) for your qualifications to be considered. Failure to complete the application process as required by state regulations WILL result in your application being rejected for the vacancy and you will not be considered for the position. This is an EHRA position. PLEASE NOTE: A criminal background check will be conducted on candidate finalist prior to the offer of employment. Resumes WILL NOT be accepted in lieu of completing an electronic application. The application must be competed in full detail (including work history) for your qualifications to be considered. Failure to complete the application process as required by state regulations WILL result in your application being rejected for the vacancy and you will not be considered for the position. Other materials may be requested at a later time. Applications will be treated confidentially until the final stages of the search process. Salary will be commensurate with experience.
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