Colgate University Assistant Director for Housing Operations in Hamilton, New York
Assistant Director for Housing Operations
Full Time/Part Time
Dean of the College
The assistant director of housing operations provides oversight and leadership for operations and assignments on a liberal arts, undergraduate, residential campus. Colgate University students and staff are collaborative, intellectually engaged, student-centered, and highly communicative. The successful candidate for this position will demonstrate their ability to excel and achieve in this high touch environment.
The primary responsibility of this position includes on-campus occupancy management, housing selection, off-campus housing lottery, marketing and communications, central office operations, key operations, damage billing, furniture inventory, and emergency room management. Additionally, the position is highly communicative, as it engages heavily with students and families. The assistant director will build and maintain strong relationships with colleagues in Facilities, Student Accounts, Summer Programs, Administrative Advising, International Student Services, and Information Technology.
The assistant director is a member of the leadership team in Residential Life and will lead department staff through housing and operational processes in a collaborative and team-oriented approach. The position provides strong direction and clear communication to students and staff surrounding housing operations. The position indirectly supervises Area Director staff as it relates to housing operations.
Learn more about Colgate University and the Dean of the College Division by reviewing .
\* Implementation of clear housing operations processes in line with department and university goals including but not limited to assignments, opening, closing, room changes, and selection processes.
\* Utilize Symplicity residential software to contribute to the management of on-campus housing by processing assignments, status changes, wait lists and other assignment related requests.
\* Coordinate housing assignments during the academic year as well as winter and summer breaks.
\* Utilize housing software to contribute to the management of Residence Life processes including early arrival and late stay coding, key management, and room condition reporting.
\* Utilize housing software for managing on and off-campus housing related information including providing detailed occupancy reports, cancellation trends, and historical data as requested.
\* Collaborate with the Office of Academic Support and Disability Services on student housing accommodation requests.
\* Work with specialty groups such as the Residential Commons, Theme Housing, Fraternity and Sorority Life, and Interest Groups to determine on-campus housing assignments in line with the educational initiatives of the department.
\* Manage housing transitions and off-term occupancies (Early Arrival, Late-Stay, Reunion, Summer Housing).
\* Manage necessary room reassignments during the academic year.
\* Utilize Symplicity to develop, implement, and assess systems and processes which support the off campus housing lottery process.
\* Maintain collaborative working relationships with rental organizations and community housing providers for ease of communication about student released to off-campus housing.
\* Provide data for university administrators and campus partners related to off-campus housing students.
Marketing & Communications
\* Assist with development and administration of the Office of Residential Life housing policies. Housing agreement, and general procedures.
\* Communicate and disseminate housing process information to staff and students.
\* Develop and release housing process communications and educational materials for the department website and campus partner publications.
\* Research and respond to complex inquiries from students, parents, and campus partners in order to provide or clarify information about on and off-campus housing services, options, programs, policies or procedures.
\* Assist with mass communications to parents and students including but not limited to phone calls and emails.
\* Utilize social media to market and promote Residence Life, Housing, and Off-Campus Housing related events, activities, and information.
\* Maintain student room, common area, and stored furniture inventory for effective asset management throughout the year to be used for annual furniture purchases.
\* Assist with the development of base level service agreements for fraternity and sorority houses.
\* Assist with annual replacement and long-range furniture planning related to residential furniture in partnership with the Director of Residential Life and Facilities Department.
\* Serve as the department liaison to Symplicity, Information Technology, and Student Accounts in order to receive applications, make assignments, assess charges, deliver individualized communications, manage data, and generate reports in housing software.
\* Thoroughly train professional and paraprofessional Residence Life staff about partnership and shared responsibilities with facilities staff, and housing operations, processes.
\* Effective coordination of a room & building master key inventory; organize key check-in/check-out, and associated billing processes.
\* Effective coordination for damage billing process in support of fostering a community where accountability and responsible community membership are highly valued.
\* Coordinate schedules of student office staff, and recruits, selects, trains, and supervises student office employees.
\* Provide oversight for a small number of student storage areas on campus, establishing consistent guidelines and support for departments using these storage areas.
\* Serve as a member of the Residential Life leadership team, training and preparing members of the live-in professional staff to perform operational functions such as room changes, room inventories, damage reporting; role model effective communication with members of our diverse community.
\* Promote and coordinate Commencement Housing for families of graduating Colgate students.
\* Serve on various campus-wide committees as appropriate.
\* And other projects and duties as assigned.
This position has been designated as a Campus Security Authority (CSA), in accordance with the federal statutory requirements of the Jeanne Clery Act. CSAs are required to and responsible for reporting allegations of crimes they receive from students and employees to the Campus Safety Department.
Demonstrated expertise in building management sufficient to avoid material consequences across multiple facilities. Implements and troubleshoot on-site logistics. Ability to apply techniques of assessment to measure programmatic effectiveness. Connects intended outcomes, priorities and goals to divisional and institutional outcomes, priorities and goals.
Demonstrated knowledge of and ability to consistently apply student development theory in the creation and development of programs as well as in advising responsibilities. Knowledge of best practices and ability to consistently apply these practices in advising responsibilities. Demonstrated ability to consistently identify and recognize legal and ethical principles of the profession. Demonstrated ability to consistently follow departmental protocol regarding legal and ethical issues.
Demonstrated ability to provide high levels of customer service including timeliness, accuracy, ability to diffuse conflict, and escalate appropriately. Ability to identify needs for improvement and implement changes.
Demonstrated knowledge in building management sufficient to avoid material consequences across multiple facilities.
Records & Technology Management
Demonstrated knowledge of interrelationships between all key residential housing data sets and relevant systems. Demonstrated understanding and knowledge of residential records and protocols. Sufficient knowledge of technical systems and departmental needs to effectively operate systems.
Demonstrated ability to effectively coordinate events and recommend favorable vendor relationships and favorable contract terms. Demonstrated ability to communicate both written and oral related to planning events.
Demonstrated mastery of commonly and consistently used Colgate and divisional/functional administrative policies and practices. Has knowledge sufficient to conduct administrative procedures and processes that are most critical to the department/program. Has knowledge sufficient to train others on all core and common administrative procedures. Has knowledge sufficient to create desktop aids or guides in the execution of common administrative procedures and processes. Demonstrated ability to consistently meet functional accountabilities while staying within assigned budget constraints. Demonstrated ability to effectively and consistently apply time management, problem solving, and planning skills in the implementation of processes or programs.
Demonstrated ability with all MS office and Google applications, to include: collecting, formatting and organizing moderately complex data via sorting, filters, charts, all basic to intermediate level formulae, including pivot tables. Demonstrated expertise with most commonly used MS word features and functionality, including table of content formatting, mail merges, track changes and other similar features. Ability to edit basic formatting and functional elements of MS PowerPoint. Demonstrated ability to efficiently leverage standard office software to manage calendars, contacts and email correspondence.
Personal Accountability for Results
Takes responsibility for decisions, performance, and outcomes; behaves in a responsible manner with a positive attitude; shows self-awareness and openness to feedback.
Demonstrates effective written and oral communication skills; shares information and seeks input from others; adapts communication to diverse audiences; protects private and confidential information.
Problem Solving and Decision Making
Analyzes and prioritizes situations to identify and solve problems; generates solutions to improve efficiency and quality; involves others in solving problems and making decisions; factors organizational goals into decisions; makes clear, transparent, and timely decisions.
Responds positively to changing university initiatives and readily adapts behavior to maintain effective performance; understands the long-term direction of the university and can relate this to departmental area; adapts to new methodologies; identifies and acts on areas where change is appropriate.
Leadership and Teamwork
Applies skills and knowledge to provide a climate to achieve departmental and organizational success; balances individual and department goals; helps others perform at their best; builds productive relationships to enhance individual and organizational effectiveness; treats others with respect; resolves conflicts among team members.
Creativity and Innovation
Generates, explores, encourages, and implements innovative ways of creating strategic value for the university, division, department, and individual level; critically assesses the effectiveness of new initiatives.
Diversity and Inclusion
Demonstrates respect for people and their differences; understands the benefits of a diverse workforce; earns the trust and respect of others; includes and welcomes others; works to understand the perspective of others; promotes opportunities to experience diversity within our community.
Understands the impact of decision making and personal behavior in achieving the university's commitment to a sustainable and carbon-neutral campus; supports and advances the university's sustainability initiatives; influences others to use sustainable practices.
Professional Experience/ Qualifications
Ideal candidates will have:
? Knowledge of Housing and Residence Life as a functional area
? Educational and work history in Higher Education
? Ability to problem solve both personnel issues and project issues
? Strong planning, organization, communication, and prioritization skills
Enthusiasm about engaging with the diverse students, staff, and faculty with whom the Residential Life team partners.
? 3+ years experience in Housing and/or Residential Life
? Experience with online housing software
? Experience in a residential liberal arts setting
A Bachelor's degree is required.
A Master's degree in higher education, student personnel, counseling, or a related field is preferred.
This position may require occasional evening and/or weekend hours, particularly during peak periods.
Job Open Date
Job Close Date
Open Until Filled
Special Instructions Summary
CAMPUS CRIME REPORTING AND STATISTICS
The Campus Safety Department will provide upon request a copy of Colgate's Annual Security and Fire Safety Report. This report includes statistics as reported to the United States Department of Education for the previous three years concerning reported: 1. crimes that occurred on-campus; in certain off-campus buildings or property owned or controlled by Colgate University; and on public property within, or immediately adjacent to and accessible from, the campus and 2. fires that occurred in student housing facilities. The report also includes institutional policies concerning campus security and fire safety, such as policies concerning sexual assault, life safety systems, and other related matters. To obtain a copy, contact the Campus Safety Compliance Manager via e-mail at . You may also access the report from the Campus Safety web page at: .
It is the policy of Colgate University not to discriminate against any employee or applicant for employment on the basis of their race, color, creed, religion, age, sex, pregnancy, national origin, marital status, disability, protected Veterans status, sexual orientation, gender identity or expression, genetic information, being or having been victims of domestic violence or stalking, familial status, or any other categories covered by law. Colgate is an Equal Opportunity/Affirmative Action employer. Candidates from historically underrepresented groups, women, persons with disabilities, and protected veterans are encouraged to apply.