Assistant Director of Operations

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Frostburg, MD

Job Title: Assistant Director of Operations

Location: Edgewood Commons at Frostburg State University 

Reports to: Director of Operations

FLSA Status: Exempt 

Summary

Frostburg State University is a regional campus as part of the University of Maryland system. It boasts small classes, prestigious internships, quite affordable, experiential learning and is a leader in sustainability coursework. Beyond its location among the forests and state parks of Western Maryland, FSU brings an eco-friendly attitude onto campus and the campus is recognized as a Tree Campus USA, and the town of Frostburg is a Tree City USA.

Edgewood Commons housing over 400 students is the premier student housing community located on campus. Comprised of 2 bedroom and 4 bedroom apartments, Edgewood Commons was designed with convenience and comfort for the resident student in mind and offers a vast array of residential services and amenities. 

Under the direct supervision of the Director, the Assistant Director of Operations primary responsibilities are overseeing all aspects of the leasing process, occupancy, re-leasing, unit transfers, resident accounts, and delinquency management. Projecting a customer-focused and professional image through interactions with all internal and external customers is essential.

Essential Duties and Responsibilities

Leasing and Administrative Management:

  • Oversee the day-to-day management of the leasing process (including the online application) and respond to telephone calls and electronic communications. To effectively oversee the online application process, website management is expected; including tracking potential resident interest, and ensuring all lease paperwork, fee receipt, and data entry for prospective & new residents.  
  • Identify and implement marketing strategies to achieve 100% occupancy.  
  • Respond to prospect and resident inquiries regarding leasing, eligibility, move-in, lease renewals, room transfers, and other occupancy issues.  
  • Responsible for all data entry of resident information, assignments, and account information into the resident database (PropertyBoss).   
  • Coordinate the re-leasing process including meeting with transitioning residents, educating residents about the process, completing re-leasing paperwork, and updating computer records.   
  • Become familiar with all front office operations (phones, mail, work orders, general filing, etc) and all aspects of customer service to effectively supervise the Office Coordinator.    
  • Keep accurate and organized records of all occupancy changes. Coordinate room transfer process.   
  • Submit weekly and monthly reports on leasing, occupancy, and delinquencies.  
  • Coordinate resident communications with regard to rental due dates, payment arrangements, and delinquencies. Collect rent, and issue a receipt for payment, when needed.  
  • Other duties as assigned. 

Supervision, Training and Emergency Response:

  • Supervise Office Coordinator and assist Director with the supervision of Residence Life Coordinator positions, including hiring and training, managing workflow, providing performance feedback, and approving payroll.  
  • Assist with the opening and transitioning of the community at the beginning and end of each term and other officially scheduled breaks.  
  • Serve in an evening and weekend on-call duty rotation. Respond to emergency calls by assessing the situation and determining the best course of action.
  • Other duties as assigned.   

Supervisory Responsibilities:

  • Directly supervise the Office Coordinator and assist Director with the supervision of Residence Life Coordinator/Graduate Assistant position. Carries out supervisory responsibilities in accordance with the Company’s policies and applicable laws. Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; disciplining employees; addressing complaints and resolving problems.  

Facilities:

  • Perform weekly walkthroughs of residence halls, then complete and submit any work orders, where needed to the Facilities Director within 24 hours.   
  • Maintain building amenities and provide input on new amenities for the building.   
  • Manage winter and summer turn spreadsheet in conjunction with Facilities Director to ensure proper residence hall turnover.   
  • Be aware and knowledgeable of facility issues and concerns. Inform Site Director and Facilities Director of chronic or unresolved issues. Assist the maintenance team in reporting maintenance needs.   
  • Other duties as assigned.   

Work Hours:
Regular workday (9:00 AM to 5:00 PM, Monday to Friday) with additional responsibilities in the evenings and weekends during high volume periods such as move-in, move-out, turn, and leasing events.

Work Environment:
The noise level in the work environment is usually moderate. 

Physical Demands:
While performing the duties of this Job, the employee is regularly required to talk or hear. The employee is frequently required to stand; walk; sit and use hands to finger, handle, or feel. The employee is occasionally required to climb or balance 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.  

Education/Experience Required:
Bachelor’s Degree required, Master’s degree in related field preferred, and at least three years related experience.


Competencies 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. 

  • Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.  
  • Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.  
  • Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations.  
  • To perform this job successfully, an individual should have knowledge of Microsoft Word, Excel, and Outlook.   
  • Basic typing/computer skills and the ability to operate office equipment including a copier, scanner, fax, and phone.  

Other Information

Commensurate with experience. Competitive benefits package, including health benefits, dental benefits, vision coverage, and 401K. Applicants must be able to pass a pre-employment background check and drug screening.