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Associate Director for Residential Operations and Assignments

Company: Colgate University
Location: Hamilton
Posted on: September 22, 2022

Job Description:

Associate Director for Residential Operations and Assignments Position Title Associate Director for Residential Operations and Assignments Full Time/Part Time Full Time Division Dean of the College Department Residential Life Department Statement The associate director for residential operations and assignments is responsible for effective residential housing processes, stewardship of resources, and clear communications within a liberal arts, undergraduate residential campus. Colgate University students, faculty, and staff are collaborative, intellectually engaged, and highly communicative. The successful candidate for this position will demonstrate their ability to excel through their capacity for problem-solving, attention to detail, and skilled use of housing software.

The primary responsibility of this position includes on-campus occupancy management, housing selection, off-campus housing lottery, marketing and communications, office operations, key operations, damage billing, furniture inventory, and room management (including in emergent situations). Additionally, the position is highly communicative, as it engages heavily with students and families. The associate director will build and maintain collaborative relationships with colleagues across campus including in Facilities, Student Accounts, Administrative Advising, Disability Services, International Student Services, Information Technology Services, Summer Programs, and the Office of the Dean of the College.

The associate 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. The associate director reports to the Director of Residential Life.

Learn more about Colgate University and the Dean of the College Division by reviewing A Candidate's Guide to Colgate .

  • Implement all housing operations processes in line with department and University goals including assignments, opening, closing, room changes, and selection processes.
  • Utilize housing software to contribute to the management of on-campus housing by processing assignments, status changes, waitlists, and other assignment-related requests.
  • Coordinate housing assignments during the academic year, breaks, commencement, reunion, summer housing, early arrivals, and late stays.
  • 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 to develop, implement, and assess systems and processes that support the off-campus housing lottery process.
  • Work with constituent groups such as the Residential Commons, theme housing, fraternities and sororities, and interest groups to determine on-campus housing assignments in line with the educational initiatives of the department.
  • Collaborate with the Office of Academic Support and Disability Services on student housing accommodation requests.
  • Maintain collaborative working relationships with rental organizations and community housing providers for ease of communication about students approved for private off-campus housing. Data
    • Provide data for University administrators and campus partners related to on and off-campus housing.
    • Utilize housing software for managing on and off-campus housing-related information including providing detailed occupancy reports, cancellation trends, and historical data as requested. Marketing & Communications
      • Develop and disseminate housing process communications and educational materials through various channels, including the department website and social media, within University guidelines.
      • Research and respond to complex inquiries from students, families, and campus partners in order to provide or clarify information about on and off-campus housing services, options, programs, policies, or procedures
      • Assist with the development and administration of the Office of Residential Life housing policies, housing agreement, and general procedures.
      • Assist with direct communications to families and students including but not limited to phone calls and emails.
        Resource Management
        • Maintain student room, common area, and stored furniture inventory for effective asset management throughout the year to be used for annual furniture purchases.
        • Effectively coordinate a room and building master key inventory; organize key check-in/check-out, and associated billing processes.
          Provide oversight for a small number of student storage areas on campus, establishing consistent guidelines and support for departments using these storage areas.
        • Coordinate the damage billing process in support of fostering a community where accountability and responsibility are highly valued.
        • Assist with the development of 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. General
          • Serve as the department liaison to the housing software vendor, Information Technology Services, and Student Accounts in order to receive applications, make assignments, assess charges, deliver individualized communications, manage data, and generate reports within the housing software.
          • Thoroughly train professional and paraprofessional Residential Life staff about partnership and shared responsibilities with facilities staff, and housing operations processes.
          • Coordinate schedules of student office staff, and recruit, select, train, and supervise 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, and damage reporting; role model effective communication with members of our diverse community.
          • Serve on various campus-wide committees as appropriate.
          • And other projects and duties as assigned.
            This position may require occasional evening and/or weekend hours.

            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. Name Customer Service Description 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. Name Residential Facilities Description Demonstrated knowledge in building management sufficient to avoid material consequences across multiple facilities. Name Description 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. Name Event Management Description 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. Name Administrative Procedures Description 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. Name Office Productivity Description 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. Name Personal Accountability for Results Description Takes responsibility for decisions, performance, and outcomes; behaves in a responsible manner with a positive attitude; shows self-awareness and openness to feedback. Name Effective Communication Description Demonstrates effective written and oral communication skills; shares information and seeks input from others; adapts communication to diverse audiences; protects private and confidential information. Name Problem Solving and Decision Making Description 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. Name Change Management Description 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. Name Leadership and Teamwork Description 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. Name Creativity and Innovation Description 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. Name Diversity and Inclusion Description 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. Name Sustainability Description 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. Requirements Professional Experience/ Qualifications Ideal candidates will have well-developed:
            • Interpersonal skills to build relationships across areas and to effectively respond to student and family inquiries,
            • Experience with database management and related analytical, data management, attention to detail, and problem-solving skills,
            • Organizational skills and demonstrated capacity to manage multiple projects and set and organize priorities, and
            • Experience in maintaining and improving processes.
              Ideal candidates will bring:
              • Appreciation for the educational benefits of residential living with a small liberal arts institution, and
              • Enthusiasm about engaging with the diverse students, staff, and faculty with whom the Residential Life team partners. Preferred Qualifications
                • Knowledge of database management, including residential housing software, is preferred.
                • Experience in a residential liberal arts setting is preferred.
                • Previous residential life experience is preferred. Education A Bachelor's degree is required.
                  A Master's degree in higher education, student personnel, or a related field is preferred. Certifications Physical Requirements This position will require occasional evening and/or weekend hours.
                  This position does not require living on-campus. Other Information Requisition Number 2022S118Posting Temporary No Work Schedule Weekdays, with occasional evenings and weekends. Job Open Date 08/25/2022 Job Close Date Open Until Filled Yes Special Instructions Summary EEO Statement 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. Clery Act 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 cusafety@colgate.edu . You may also access the report from the Campus Safety web page at: www.colgate.edu/offices/support/campussafety .Supplemental Questions Required fields are indicated with an asterisk (*).
                  • * Are you currently a Colgate employee?
                    • Yes
                    • No
                    • * Have you ever been a Colgate employee?
                      • Yes
                      • No
                      • * Are you at least 18 years of age?
                        • Yes
                        • No
                        • * Have you completed, or do you anticipate having completed, the minimum of a Bachelor's Degree program by the start date of this position?
                          • Yes
                          • No
                          • * Do you have a spouse/domestic partner who currently is, or will be, employed at Colgate University?
                            • Yes
                            • No
                            • * Please let us know how you heard about this position.
                              • Albany Times Union
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                              • BlackCoachesinSports
                              • Careerbuilders.com
                              • Cazenovia Republican
                              • Centralnewyorkhelpwanted.com
                              • Chronicle of Higher Education
                              • Chronicle of Philanthropy
                              • Colgate Employee
                              • Colgate Website
                              • CoSIDA
                              • Diverse Issues of Higher Education
                              • HERC (Upstate New York HERC)
                              • HigherEdJobs.com
                              • Indeed.com
                              • InsideHigherEd.com
                              • LinkedIn
                              • Mid-York Weekly
                              • NACWA
                              • naviGATE
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                              • Norwich Evening Sun
                              • Oneida Daily Dispatch
                              • Sherburne News
                              • Studentaffairs.com
                              • Syracuse Post Standard
                              • Utica Observer Dispatch
                              • Waterville Times
                              • WomenLeadersinCollegeSports.com
                              • Other
                              • If you selected "Colgate Employee" or "Other" for how you heard about this position, please provide the employee's name or where you heard about/saw the position.(Open Ended Question)

Keywords: Colgate University, Hamilton , Associate Director for Residential Operations and Assignments, Executive , Hamilton, Ohio

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