Stony Brook University Assistant Director of Residential Housing Administration in Stony Brook, New York
Who We Are
We, the Division of Student Affairs, are a student-focused organization that aims to empower student success and support personal development. We act daily to create, enhance, and sustain a culture of respect and inclusion in the workplace, focusing on equity and justice in its many forms, including racial, social, and environmental justice. We intentionally and relentlessly pursue excellence through introspection, vulnerability, empathy, compassion, learning, and courage. We value our internal and external partnerships as vital drivers of the ambitious goals we pursue. We celebrate and take pride in the following:
Named one of the "Most Promising Places to Work in Student Affairs" by Diverse Magazine.
Serving a highly diverse student body ( for more information).
Leading the way as the \#1 ranked institution in the AAU and \#3 of all colleges and universities nationally in fostering our students' social mobility.
Awarded multiple distinctions including philanthropic awards and research grants in experiential learning and career development, voter engagement, student engagement, health and wellness practices, and quality of residential life.
for more about Student Affairs.
Required Qualifications (as evidenced by an attached resume):
Bachelor's degree (foreign equivalent or higher). Three (3) years of full time professional experience in University Residence Hall, Conferences Administration, or Hospitality Management. Supervisory experience (student staff supervision may be considered). Experience working with housing management software. Experience managing on-going client (student, campus partner, conference group) relationships in a high-volume customer service environment. Experience advancing diversity, equity, and inclusion.
Master's degree (foreign equivalent or higher) in Business, Higher Education, Hospitality Management, or related field. Experience with program administration and/or event management. Experience in crisis/risk management. Experience participating in collaborative working groups (e.g. committees, project teams, task forces, focus groups). Experience training staff. Experience with data management through Google sheets, Excel, and registration/housing software systems.
Brief Description of Duties:
Reporting to the Associate Director of Housing Administration, each Assistant Director of Housing Administration is responsible for the occupancy management and housing application processes for approximately 5,500 designed bed spaces. Supporting the vision and direction of the Associate Director of Housing Administration, the two Assistant Directors of Housing Administration will manage processes and assignments related to one of the two areas within Campus Residences: continuing students, graduate students, Stony Brook Southampton Campus, and summer housing or first-year students, living-learning communities, and conference housing.
Each Assistant Director will work closely with Residential Education staff in their respective areas to support the day-to-day management of assignments, billing, and issues related to occupancy. They will lead, train, and develop practices to be used by Area Office Managers, Residence Hall Directors, and student staff positions. Jointly, they will lead Area Office Manager meetings while providing guidance and direction related to housing administration for 4-5 Area Office Managers each. Assistant Directors of Housing Administration will be responsible for investigating, responding to, and answering questions and concerns related to housing occupancy and housing administration protocols from students and parents for the residential areas they serve and the processes they implement. While each Assistant Director will have designated residential areas they support and processes they implement, they will need to be knowledgeable of and able to assist with the other Assistant Director's responsibilities.
Each Assistant Director will supervise a team of student office assistants in the management of inquiries, assignments, collecting applications, and testing of the housing portal processes. The successful incumbent will have excellent customer service and interpersonal skills, exercising strong organizational and time management skills with exceptional attention to detail. Superior communication skills in all forms is imperative. Essential to this role is the adeptness to work independently as well as part of a team with a collaborative approach to problem-solving. Assistant Directors must be able to build and maintain relationships with campus partners specific to their areas of responsibilities such as Meal Plan Office, Student Financial Services, Office of Conferences and Special Events, and multiple academic partners.
Review audit reports with Area Office Managers to resolve all issues related to occupancy within the housing database that may impact student financial transactions or occupancy accuracy.
Audit area office operational practices to ensure housing administration practices related to keys, forms, and documentation are in compliance.
Manage the linen program for conference housing.
Partner with Residential Education staff in the staffing needs, recruitment, assignments, and training process for all live-in residential staff.
Support the Housing Coordinators with the management of the Campus Residences general email account during high-volume traffic times such as move-in and during agreement application periods.
Investigate, respond to, and answer questions and complaints related to housing occupancy and housing administration protocols from students, parents and others for the residential areas they serve and the processes they implement.
Process cancellations, no-shows, waivers, and billing adjustments for the assigned residential area.
Responsible for content development, testing, and proofreading of various housing portal processes and applications.
Academic Year Housing Administration
Implement, manage and support the annual housing agreement process for 7,000 continuing residential students or 3,500 new incoming students.
Ensure the housing database is set up properly for application periods including managing space availability, room configurations and parameters, and resident selection times and profiles.
Develop and manage waitlists for the respective area (high-demand waitlists for continuing and graduate students OR de-tripling and on-campus housing waitlists).
Provide nighttime hour support during application room selection time frames to assist with phone calls, live chats, or emails to assist residents in troubleshooting assignment selection issues.
Implement procedures related to assignments, occupancy, and administrative services.
Support Campus Residences involvement in and provide information related to housing processes for Admitted Students Day, tour rooms, incoming student presentations, and marketing materials.
Summer & Conference Housing Administration
Directly work with summer or conference housing applications, assignments, move-in, and move-out.
Develop and manage campus and external partner housing agreements for group bookings that involve arrival/departure information, group size, chaperone expectations, and overall housing policies for guest stays.
Partner with Area Office Managers and Facilities Managers to ensure room readiness, facilitate quick room turn-overs, and efficiently manage occupancy issues.
Coordinate and manage self-pay and third-party summer student OR conference guests' housing assignment and billing processes.
Develop strategies to increase summer student or conference housing revenue through maximizing space utilization, developing new markets, and actively recruiting summer students or conference groups.
Generate statistical queries summarizing demand in relation to available space.
Liaise with Residential Education staff following the departure of each individual/group from Conference Housing to compile registration records, damage recovery assessments, etc. to ensure prompt invoicing and collection of fees from individual guests and groups.
Assess summer student or conference housing guest experiences to make recommendations and improvements to the respective program.
Direct supervision of one full-time Housing Occupancy Coordinator or one full-time Housing Office Coordinator.
Recruit, train, and supervise Housing Administration student assistants, Conference Housing office assistant, and front office assistants hourly student employees.
Train summer and conference student and professional staff on summer and conference housing administrative procedures such as check-in, roster management, and linen set-up.
Provide indirect supervision to Residential Education Area Office Managers, and Residence Hall Directors for Housing Administration-related procedures including housing database management, keys, forms, and processes.
Conduct regular staff meetings with the Area Office Managers to review business practices and address housing administrative-related issues.
Coordinate the selection process of summer housing and conference housing staff including working with the Office of Student Conduct & Community Standards and Human Resources to complete disciplinary, criminal and sexual offender background checks of all applicants as part of the recruitment and selection process.
Conduct regular training sessions for Residential Education professionals and student staff on housing administrative processes and procedures.
Assess users' abilities to utilize the housing database software properly to provide feedback and additional training as needed.
Maintain the Campus Residences Administrative Handbook and Residential Staff Resources Google site to provide Residential Education staff with accurate resources and procedures as needed in our 24/7 housing operation.
Implement a comprehensive training program for all Summer and Conference Housing staff including mandatory SUNY Child Safety Protocol training. Integral to the training program is also a session focused on customer service.
Monitor conference housing operations to ensure that NYS Safety Plans for Youth Academic/Cultural Enrichment Conferences and Sports Camps are in place and adhered to by sponsoring groups who utilize residence hall space as a component of their program.
Serve as a resource during crisis situations involving student and conference housing assignments.
Other duties or projects as assigned as appropriate to rank and departmental mission.
This is a full-time appointment. FLSA Exempt position, not eligible for the overtime provisions of the FLSA. Minimum salary threshold must be met to maintain FLSA exemption.
This posting is for two available openings.
Essential Position: This has been designated as an essential position based on the duties of the job and the functions performed. Positions that are designated as such may be required to report to work/remain at work even if classes are cancelled, and the campus is working on limited operations in an emergency.
Resume/CV and cover letter should be included with the online application.
If you need a disability-related accommodation, please call the university Office of Equity and Access (OEA) at (631) 632-6280 or visit .
In accordance with the Title II Crime Awareness and Security Act a copy of our crime statistics can be viewed.
Visit our page to learn about the total rewards we offer.
Official Job Title:Assistant Director of College Housing
Job Field:Administrative & Professional (non-Clinical)
Primary Location:US-NY-Stony Brook
Department/Hiring Area:Campus Residences-Stony Brook University
Schedule:Full-timeShift:Day ShiftShift Hours:8:30 a.m. - 5:00 p.m.
Posting Start Date:Sep 9, 2021
Posting End Date:Sep 24, 2021, 3:59:00 AM
Salary:$60,000-$63,000 plus $3,026 location pay
Stony Brook University is committed to excellence in diversity and the creation of an inclusive learning, and working environment. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, pregnancy, familial status, sexual orientation, gender identity or expression, age, disability, genetic information, veteran status and all other protected classes under federal or state laws.