Assistant Director of Operations

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Towson, MD

Job Title: Assistant Director of Operations

Location: Paca & Tubman Houses at Towson University

Reports to: Director of Operations

Salary: $50,000.00 – $54,000.00

FLSA Status: Exempt 

Summary

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, assignment and account information into resident database (PropertyBoss).   
  • Coordinate 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 one professional Office Coordinator, including hiring and training, managing work flow, 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. 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:

  • The Assistant Director of Operations position requires a regular work day (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.   
  • While on-call, the Assistant Director of Operations serves as a resource and responds to crises and emergencies. Being on duty requires the Assistant Director of Operations to live within a 30-minute response radius of the community.  

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.  

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

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

Skills Required:

  • 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

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. Applicants must be able to pass a pre-employment background check and drug screening.