Assistant Director of Housing Operations

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Norfolk, VA, US

Job Title: Assistant Director of Housing Operations

Location: Spartan Suites at Norfolk State University

Reports to:  Director of Housing Operations

Salary: $44,000.00-$48,000.00 / $21.15-$23.08 per hour, staff apartment, and a comprehensive benefits package

FLSA Status: Non-Exempt 

Summary

The Assistant Director of Housing Operations works in the administrative office under the direction of the Director of Housing Operations. The primary responsibilities are customer service, processing accounts payable/receivable, administrative task such as generating regular and reoccurring reports, maintaining up to date vendor and resident files, assist with marketing efforts and completing housing assignments as necessary. 

Essential Duties and Responsibilities

  • Participates in 24-hour emergency response rotation.   Responds to emergency calls by assessing the situation and determining the best course of action.
  • Ensures the efficiency and effectiveness in all housing related processes.
  • Supervises mailings to residents and/or parents regarding accounts, move-out information, and other topics as needed.
  • Works in close partnership with NSU Housing and Residence Life to audit student balances and make deposits into the operating account.
  • Receive and process invoices.
  • Maintain/update office documents such as resident floor chart roster and publication forms
  • Provide excellent customer service to students and other stakeholders.
  • Manage the move-in and move-out process including all administrative functions.
  • Maintains accurate records and files for past and present residents.
  • Assists with management of operations budget including tracking expenses, reconciling revenues, and controlling costs.
  • Coordinate all aspects of occupancy management for our residential community.  Collaborates with NSU Office of Housing and Residence Life and Card Services to coordinate ID card access systems.
  • Ensures all expectations for professionalism and customer response & support are upheld within the main office.
  • Other duties as assigned.

Facilities:

  • Assist Director and Maintenance Supervisor in coordinating work, projects, turn, and vendors
  • Secure appropriate insurance and paperwork from vendors and facilitate vendor setup process
  • Assist in tracking and review of work orders, coordinate turn schedules, follow up with work order issues, and resident complaints. 
  • Assist in maintaining policy and procedure manuals.
  • Maintains key logs and enforces key protocol.  

Applications and Housing Contracts:

  • Maintain rosters and resident data.
  • Assist with application and contract audits.
  • Serve as a reference point for questions related to the Housing Contract Agreement and other housing related questions.
  • Conduct tours of the community.
  • Coordinates and maintains occupancy records and room assignment processes for 600 residential students.

Emergency Response On-Call:

  • Serves in an evening and weekend duty rotation. While on duty, serves as a resource and back up to the staff, and responds to major incidents. Being on duty requires the AD be within a 30-minute response radius of the community.

Work Hours:
Regular 40 hour per week schedule (shadow University office hours) and serves on emergency response rotation. 

Work Environment:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The work environment is mid-to-high paced. The noise level is usually moderate.

Physical Demands:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel and talk or hear. The employee is frequently required to walk, climb stairs and reach with hands and arms. The employee is occasionally required to stand and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and distance vision. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education/Experience/Skills Required:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

  • A minimum of three years of experience in student housing or higher education administration.
  • Bachelor’s degree in business operations or related fields
  • Must have experience, comfort, and confidence in managing confidential issues and crisis situations.
  • Must possess strong interpersonal, communication (oral and written) skills, computer competency (Word, Excel, Facebook, content management systems, etc.), and the ability to work with a diverse population.

 Preferred Qualifications

  • Master’s degree in student affairs or related field.
  • Five to Seven years of experience in student housing or higher education administration.
  • Experience with property management software.



Other Information

This position requires employee to live on site. Staff apartment is part of compensation package. Salary commensurate with experience. Competitive benefits package, including health benefits, dental benefits, vision coverage, and 401K.

If you are unable to submit an application because of incompatible assistive technology or a disability, please contact COCM Recruitment from our website. We will make every effort to respond to your request for assistance as soon as possible.

To provide equal employment opportunities to all individuals, employment decisions at Capstone On-Campus Management (COCM) will be based on qualifications, and abilities. COCM does not discriminate in employment opportunities or practices based on race, color, religion, sex, national origin, age, disability, sexual orientation, marital status, veteran status, or any other characteristic protected by law.