1958 Associate Director, Residence Life, Housing and Dining Services-Business Services

POSITION IDENTIFICATION

TITLE Associate Director, Residence Life, Housing and Dining Services-Business Services

CLASSIFICATION NUMBER 1958

GRADE 47

CLASSIFICATION Exempt

IMMEDIATE SUPERVISOR Director, Residence Life, Housing and Dining Services

GENERAL FUNCTION

The Associate Director, Residence Life, Housing and Dining Services-Business Services supervises the functions and business office support staff consisting of those who provide accounting services, housing contract coordination, graphic design services, web design and analyzing services, information technology support, and additional business administration support, as well as indirectly supervises the residence hall receptionists and night hosts. The Associate Director, Residence Life, Housing and Dining Services-Business Services coordinates departmental technology, data, and telecommunication operations ensuring needs of staff and students is met for Residence Life, Housing and Dining Services. The Associate Director, Residence Life, Housing and Dining Services-Business Services researches, suggests, and implements solutions for special projects while analyzing and assessing the impact of changes to rates and resources to increase revenues and reduce expenses for Residence Life, Housing and Dining Services.

MINIMUM ACCEPTABLE QUALIFICATIONS

Education: A master's degree in business administration, accounting, college student personnel, education administration or a related field is required.

Experience: At least four years of post-master’s experience in residence life, housing administration, or a related field is required. Experience working with the room assignment process is required. Knowledge of or experience with occupancy management software is required. Experience in positions with significant student contact is required.

Skills: Skills in word processing, data management, spreadsheets, and ability to manage an office and business operations are required. The ability to perform research, organize data, information, and people to produce an effective, efficient, and student-oriented environment is required. Effective verbal and written communication skills are required, both in group and individual communications. The ability to prioritize and manage numerous tasks simultaneously with attention to accuracy and detail is required. The ability to manage special projects and coordinate resources and staff is required. High level skills in mediating and resolving student and parent concerns are required. The ability to operate standard office equipment such as a computer, fax, phone, printers, and copier are required. The ability to develop knowledge of, respect for, and skills to engage with those of other cultures or backgrounds is required.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Facilitates a service-oriented approach to student development by participating in the planning, research, development, and implementation of long-range and short-range goals designed to meet the needs of current and prospective students. Manages special projects in Residence Life, Housing and Dining Services, Business Services facilities including residence and dining halls, as well as front desk operations; includes but not limited to assessing needs for new residence halls, planning and developing orientations for summer, and designing special project power point presentations as examples

2. Facilitates a creative, appropriate, and student-oriented direction for the department by leading the investigation and research of new solutions and suggesting, shaping, interpretating, communicating, and implementing Residence Life, Housing and Dining Services, Business Services policies and procedures.

3. Develops rate schedules and occupancy parameters, coordinates the development of resident contracts and leases for housing and meal plans, responds to questions about contract issues, and facilitates the consolidation process as necessary. Supervises the support staff who handles the contract process and who manages guest housing, including billing and room assignments and who develops and designs online contract applications and processes.

4. Researches and suggests new ideas for marketing to increase utilization of departmental housing opportunities by developing and recommending marketing strategies and then manages the work of staff who write, design, and coordinate promotional materials in print and on the web and social media, and oversees the development and coordination of programs and activities to implement departmental marketing strategies, including oversight of the development of materials directed toward specifically targeted customer groups (e.g., Showcase and Student Orientation Advisement and Registration (SOAR)), and providing information to students and parents at various opportunities through the website, written communication, individual conferences, tour rooms, and telephone conversations.

5. Manages the business services accounting and administrative staff to ensure the efficiency and effectiveness of business processes of correct journal entries and budget fund transfers with Financial Services, ensures staff efficiently processes student contracts and room condition reports and coordinates guidelines for contract breakage requests. Serves as the appeal officer for contract breakages, oversees the creation and distribution of all correspondence regarding housing assignments, serves as liaison to Enrollment Services, SOAR, Athletics, and International Student Services and supervises student employment procedures and payroll activities.

6. Works with university finance department to ensure and maintain compliance with internal audit guidelines and standards. Assists in the development of the annual departmental budget by analyzing and assessing rate changes for impact on revenue. Creates pro formas, works with finance to balance departmental budget, makes adjustments, and finalizes revenue projections for presentation to the board.

7. In conjunction with other Residence Life, Housing and Dining Services Associate Directors, Assistant Directors, and Coordinators, facilitates and monitors the development and implementation of professional development activities for Residence Hall Directors and Assistant Hall Directors and participates in the annual and ongoing training of professional, clerical, and student staff for Business Services

8. Manages Residence Life information technology staff to ensure technology and data needs are met for staff and students. Provides guidelines for the operation of Residence Life computer labs front desk and staff networking and computing needs, oversees development of new departmental applications for available software and the ResNet System, directs work priorities of the System Analyst and Network Analyst assigned to Residence Life, and manages the coordination efforts of the Residence Life technology staff responsible for hardware, software, server, and security updates and upgrades.

9. Provides an efficient customer service-oriented office operation through the hiring, training, and evaluation of administrative personnel, ensures accurate dissemination of information through regular staff meetings, provides on-site supervision of the office on a daily basis, and oversees receptionists, night hosts, and support staff to provide efficient customer service for in-hall desk operations.

10. In conjunction with the Director, other Associate Directors, and other Assistant Directors, assists with appropriate and timely response to system-wide or building-specific needs, emergencies, or other situations requiring Residence Life, Housing and Dining Services, Business Services intervention as needed for Business Services.

11. Administers, facilitates, and manages the student satisfaction assessment and evaluation process in conjunction with the Association of College and University Housing Officers – International (ACUHO-I) and the departmental Quality of Life – Residence Life annual survey and provides strategic advice and consultation to leadership in the development and implementation of modifications and enhancements to existing operations, systems, and procedures based on assessment.

12. Actively participates in professional organizations, facilitates interaction with other institutions of higher education, and participates as a member of the University community by serving on various committees and task forces as assigned.

13. Contributes to a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds.

14. Remains competent and current through self-directed professional reading, developing professional contacts with colleagues, attending professional development courses, and attending training and/or development courses required by the Director, Residence Life, Housing and Dining Services.

15. Supports the overall operation of Residence Life, Housing and Dining Services and contributes to the accomplishment of its mission and goals by performing other duties as assigned by the Director, Residence Life, Housing and Dining Services.

SUPERVISION

The Associate Director, Residence Life, Housing and Dining Services-Business Services is supervised by the Director, Residence Life, Housing and Dining Services, and directly supervises and performs evaluations of the full time Business Services technology, accounting, graphic design, housing contract, and other administrative and support staff members in Residence Life, Housing and Dining Services, Business Services office and indirectly supervises student and graduate assistant staff.

OFFICE OF HUMAN RESOURCES

REVISED OCTOBER 2021

JOB FAMILY 4

Factor 1: Professional Knowledge, Skill, and Technical Mastery

Level 5.0 - 3300 Points: Knowledge of the principles and methods of an administrative, managerial, or professional field such as accounting or auditing, financial management, information technology, business administration, human resources, engineering, law, social sciences, communications, education, or medicine. Knowledge permits employee to supervise projects and/or departments using standard methods to improve administrative and/or line operations. Knowledge also permits employee to plan steps and carry out multi-phase projects requiring problem definition and modified techniques, to coordinate work with others, and to modify methods and procedures to solve a wide variety of problems. Knowledge at this level requires a Bachelor's or Master's degree with substantial related work experience, including up to two years of administrative or supervisory experience. Alternatively, this level may require a professional or clinical degree beyond the Bachelor's degree with moderate related work experience; knowledge requirements include significant levels of related work experience.

Factor 2: Supervisory Responsibility

Level 5.0 - 730 Points: Supervision of (a) several work teams or work team leaders, (b) a rather large group of operative, administrative support, or paraprofessional employees, (c) a work group involving direction of skilled technical employees, (d) professionals in technical and skilled areas, and/or (e) subordinate supervisory personnel. The incumbent performs a full range of supervisory responsibilities including the authority to hire, train, transfer, promote, reward, or discipline others. Supervision will likely be general rather than close supervision of others. At this level, supervisory responsibilities consume significant amounts of work time and include substantial responsibility for work planning activities, staffing, and performance management as well as budgeting and planning functions.

Factor 3: Interactions with Others

Level 4.0 - 500 Points: Interactions with others are somewhat unstructured. The purpose may be to influence or motivate others, to obtain information, or to control situations and resolve problems. Interactions may be with individuals or groups of co-workers, students, or the general public, may be moderately unstructured, and may involve persons who hold differing goals and objectives. Individuals at this level often act as a liaison between groups with a focus on solving particular unstructured problems. Interactions at this level require considerable interpersonal skill and the ability to resolve conflict.

Factor 4: Job Controls and Guidelines

Level 3.0 - 500 Points: The employee operates under general supervision expressed in terms of program goals and objectives, priorities, and deadlines. Administrative supervision is given through statements of overall program or project objectives and available resources. Administrative guidelines are relatively comprehensive and the employee need only to fill in gaps in interpretation and adapt established methods to perform recurring activities. In unforeseen situations, the employee must interpret inadequate or incomplete guidelines, develop plans, and initiate new methods to complete assignments based on those interpretations. Assignments are normally related in function, but the work requires many different processes and methods applied to an established administrative or professional field. Problems are typically the result of unusual circumstances, variations in approach, or incomplete or conflicting data. The employee must interpret and refine methods to complete assignments. Characteristic jobs at this level may involve directing single-purpose programs or performing complex, but precedented, technical or professional work.

Factor 5: Managerial Responsibility

Level 5.0 - 2350 Points: Work involves primary accountability for a larger department, program, or process. Work activities involve managerial decisions that directly affect the efficiency, costs, reputation, and service quality of the department, program, or process. Work affects a limited range of professional projects or administrative activities of the University, influences internal or external operations, or impacts students, faculty, and/or staff. Work activities have a direct and significant impact on the department. Work activities also have a significant effect on the efficiency and reputation of the cost center and represent a relatively major function within the cost center. At this level would be jobs in which the incumbent may have responsibility for developing budgets, distributing budgeted funds, and exercising primary control over a moderately-sized budget.