Assistant Director of Operations

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Montclair, NJ

Job Title: Assistant Director of Operations

Location: The Heights at Montclair State University, Montclair NJ

Reports to: Director for Facilities and Administration

Salary: $45,000, an on-site 2-bedroom, 2-bathroom apartment, and a comprehensive benefits package

FLSA Status: Exempt

Summary

The primary responsibility of the Assistant Director of Operations is to assist with the administrative and facility management of The Heights at Montclair State University, an on-campus student housing community comprised of two complexes and approximately 2000 resident students. Areas of responsibility include, but are not limited to purchasing, auditing, inspecting, generating reports, communication with residents, vendors, University personnel, and other outside parties, and project-based work.  The Assistant Director lives on-campus in an apartment provided to maintain management presence and to aid in emergency response. 

Essential Duties and Responsibilities

  • Maintains proper levels of inventory and maintains organization of maintenance shop and storage.
  • Orders, receives, and tracks all custodial and maintenance supplies as needed with supervisor’s approval.
  • Orders, receives, and tracks all parts and furniture as needed with supervisor’s approval.
  • Maintains an audit of all site equipment.
  • Ensures the completion of all non-emergency service requests.
  • Creates, distributes, and updates the status of work orders in electronic request system.
  • Generates and distributes work order reports.
  • Administers all key systems.  Maintains records and oversees key inventory.  Coordinates preparation of keys for move-in/out.
  • Conducts regular inspections of the community.   Notifies appropriate parties regarding issues found during inspection.
  • Coordinates move-out inspections, Room Condition Reports, and work creation from the reports.
  • Coordinates damage billing for common areas and resident spaces.  Maintain accurate records and documents necessary trends as they arise.
  • Performs damage inspections when units are vacated.
  • Assists supervisor in managing a responsive facilities management program including quick response time, low call back volume, an aggressive preventative maintenance program, and a well-regulated custodial program.
  • Assists with planning of preventative maintenance schedules and maintenance projects.
  • Assists with Summer Conference goals as determined by the university.
  • Assists with coordination of all administrative aspects of move-in and move-out processes.
  • Assists with supervision of the Maintenance Technicians and Custodians in the absence of the Assistant Director.
  • Implement, evaluate, and maintain sustainable practices for the overall operation.  Compile information and maintain records for inquiries and reports.
  • Liaise with outside vendors for supply and service needs.
  • Reviews operations procedures regularly and makes recommendations to the Assistant Director of Facilities and Director.
  • Participates in 24-hour emergency response rotation.   Responds to emergency calls by assessing the situation and determining the best course of action.  Documents incidents.
  • Hires, supervises, trains, and evaluates Office Coordinator.
  • Other duties as assigned.

Work Hours:
Monday-Friday 8:00 am-5:00 pm and serving on an on-call rotation. 

Work Environment:
The work environment characteristics described here are 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 Required:

  • Bachelor’s degree in business or related fields.
  • Experience in higher education administration, facilities, and/or property managements.
  • A comprehensive understanding of student development, student personnel, and adjudication.

Skills Required:

  • Must have comfort and confidence in managing confidential crisis issues.
  • Must possess effective skills in customer service, group facilitation, leadership and organization
  • Must possess strong interpersonal, communication (oral and written) skills, computer competency (Word, Excel, content management systems, etc.), and the ability to work with a diverse population. 

Other Information

This is a live-in position. Staff apartment is a part of the compensation package. Competitive benefits package, including health benefits, dental benefits, vision coverage, and 401K. Salary commensurate with experience. 

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

If you are unable to submit an application because of incompatible assistive technology or a disability, please contact recruitment@cocm.com. 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 on the basis of race, color, religion, sex, national origin, age, disability, sexual orientation, marital status, veteran status, or any other characteristic protected by law.