Director of Operations

Gainesville, FL, US

Job Title:
Director of Operations
Location:
Gainesville, FL – The Continuum
Reports To:
Regional Vice President
Salary Range:
$65,000.00 To $75,000.00 Annually

Summary

The primary responsibility of the Director for Operations and Facilities is the overall management of the student housing facility at The Continuum. Areas of responsibility include, but are not limited to, fiscal oversight; facility maintenance and repair; capital project planning and implementation; programming and staff development; occupancy management; communication and collaboration with the institution; leasing plans and oversight; and human resource management of employees.

Essential Duties and Responsibilities

1. Client Relations:

  • On site coordination, communication and liaison with the University, Administration and Finance, Student Affairs Departments and Provident Resources Group.
  • Represent and provide information to the owner, University, auditors, state/county/city housing stakeholders, and Capstone corporate staff via email, phone and meetings.

2. Financials:

  • Fiscal oversight, including operating and capital budgets, variance reporting, forecasting, accounts payable, accounts receivable and collections oversight.
  • Creates, revises, and monitors the community’s operating and capital budgets. Ensure that all line items fall within budgeted expectations and creates contingency plans for unexpected expenses.
  • Ensure the monthly collection and processing of rent including accounting entries, bank deposits, and delinquency management.
  • Manage operating and capital budgets including but not limited to development and presentation of the annual budget, planning for unexpected expenses, tracking and approving expenditures, submitting monthly budget variance report, reconciling accounts, and communicating with the corporate accountant.
  • Provide oversight of the accounts payable area including processing invoices for payment, tracking expenditures, holding down costs and providing reports regarding expenditures.

3. Facilities:

  • Facility maintenance, including preventative scheduled maintenance, capital project planning and management, crisis mitigation and turn over planning and execution.
  • Oversee the total development and integration of the facilities program of The Continuum.
  • Creates and manages a responsive facilities management program, which includes quick response time, low call back volume, an aggressive preventative maintenance program, and a well-regulated housekeeping and grounds keeping program.
  • Conducts weekly site inspections of all interior and exterior areas of the community with the Maintenance Supervisor to ensure an ongoing high quality of care.
  • Coordinate smooth transition from move out to move in.
  • Oversee facility management program including an active preventive maintenance plan, maintenance ticket system, well-regulated housekeeping and grounds-keeping plan, inventory control and assess management, and continuous quality improvement efforts.
  • Manage “turn” of student rooms with efficient and student friendly processes.

4. Human Resources:

  • Hiring, training, supervising and terminating employees.
  • Approves the staff payroll.
  • Manages subordinate supervisors who supervise employees.
  • Recruit hire and train activities for staff ensuring all new hires have background checks, complete appropriate paperwork, receive passwords for systems, IDs, nametags, etc. Coordinate appropriate training sessions for all levels of staff on topics such as benefits, sexual harassment, ethics, etc.
  • Supervise and evaluate professional and student staff (direct and indirect reporting) as well as maintain personnel documentation and process bi-weekly payroll employees. Conduct regular performance reviews; hold staff accountable; and address complaints and resolve employee issues.

5. Administration:

  • Contract interpretation and enforcement.
  • Supply orders, reporting, process design and execution, asset management.
  • Assumes accountability for the management and administrative operation of the facility, office management, staff supervision, selection, training and evaluation, staff development and policy enforcement.
  • Assists in the establishment of the goals and objectives of the site in conjunction with the Regional Vice President.
  • Performs administrative duties such as weekly and monthly reports, annual budget development, and purchase and supply requisitions.
  • Document all incidents and the appropriate follow-up and communicates to the appropriate personnel immediately when incidents occur.
  • Oversees the assessment, identification, and appropriate response to the needs of the residents to include policy assessment, recommendations, and implementation of approved policy changes.
  • Responsible for the overall operation and the achievement of full market occupancy or 100% occupancy in order that the marketing plan and budget can be realized.
  • Work in cooperation with University offices related to staff training, marketing, lease language, policy enforcement, safety, and conferences.

6. Reporting & Publications:

  • Weekly, Monthly, Quarterly and Annual reports per management agreement
  • Create and distribute status reports including weekly operations, work order, occupancy, financial and/or other assigned reports.

7. Vendor Negotiations & Relations:

  • Source, negotiate and engage services and products from vendors, coordinate new vendor setup, monitor contracts for compliance, and manage relationships with vendors.
  • Supervises community vendors and contractors.
  • Manage vendor/contractor relationships including negotiating for the most cost efficient and high quality services and monitoring vendor activities for contract compliance.

8. After Hours support:

  • Participation in a duty rotation; Remain available for emergency response at all times (unless approved by supervisor).

9. Other Duties as Assigned

  • Performs others tasks as assigned by the Regional Vice President.

Work Hours
In addition to regular work schedule (shadow University offices), this position requires night and weekend activities. Frequently the position requires well beyond 40 hours of work per week. The Director is available by cell phone at all times unless arrangements are made with a supervisor. The Director must live within a predictable 30 minutes of the residential community.

Work Environment
The noise level in the work environment is usually moderate. The environment is generally in a climate-controlled office, however, on rare occasions it may be required for work to be performed outside in all temperatures and weather conditions.

Physical Demands
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 is required Master’s Degree Preferred. Four to Six years progressively responsible experience in higher education environment is required.

Skills Required

  • Language – Ability to read, analyze, and interpret memorandums and letters, general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.
  • Mathematics – Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume.
  • Computers – Proficiency in Microsoft Office and Internet Explorer. Basic skills in Microsoft Windows and typing skills. Ability to quickly learn and use web-based software systems.

Competencies Required

To perform the job successfully, an individual should demonstrate the following competencies:

  • Adaptability – Manages competing demands.
  • Attendance/Punctuality – Is consistently at work and on time; arrives at meetings and appointments on time.
  • Business Acumen – Understands business implications of decisions; demonstrates knowledge of market and competition.
  • Cost Consciousness – Works within approved budget; conserves organizational resources.
  • Customer Service – Manages difficult or emotional customer situations; responds promptly to customer needs; responds to requests for service and assistance.
  • Delegation – Delegates work assignments; matches the responsibility to the person; gives authority to work independently; sets expectations and monitors delegated activities; provides recognition for results.
  • Dependability – Follows instructions, responds to management direction; takes responsibility for own actions; keeps commitments; commits to long hours of work when necessary to reach goals; completes tasks on time or notifies appropriate person with an alternate plan.
  • Diversity – Shows respect and sensitivity for cultural differences; promotes a harassment-free environment.
  • Ethics – Treats people with respect; keeps commitments; works with integrity and ethically.
  • Initiative – Volunteers readily; asks for, and offers help when needed.
  • Innovation-Meets challenges with resourcefulness; generates suggestions for improving work; displays original thinking and creativity.
  • Interpersonal Skills – Focuses on solving conflict, not blaming; maintains confidentiality; keeps emotions under control; remains open to others’ ideas and tries new things.
  • Judgment-Displays willingness to make decisions; exhibits sound and accurate judgment; includes appropriate people in the decision-making process; makes timely decisions.
  • Leadership-Displays passion and optimism; exhibits confidence in self and others; mobilizes others to perform well; accepts feedback from others; provides vision and inspiration to peers and subordinates.
  • Managing People-Includes staff in planning, decision-making, facilitating and process improvement; takes responsibility for subordinates’ activities; makes self available to staff; provides regular performance feedback; develops subordinates skills and encourages growth.
  • Motivation-Demonstrates persistence and overcomes obstacles.
  • Oral Communication – Speaks clearly and persuasively in positive or negative situations; listens and gets clarification; responds well to questions.
  • Organizational Support – Supports organization’s goals and values.
  • Planning/Organizing – Prioritizes and plans work activities; uses time efficiently.
  • Problem Solving -Identifies and resolves problems in a timely manner; gathers and analyzes information skillfully; develops alternative solutions.
  • Professionalism – Approaches others in a tactful manner; reacts well under pressure; treats others with respect and consideration regardless of their status or position; accepts responsibility for own actions; follows through on commitments.
  • Project Management – Develops project plans; coordinates projects; communicates changes and progress; completes projects on time and budget.
  • Quality – Demonstrates accuracy and thoroughness; looks for ways to improve and promote quality; monitors own work to ensure quality.
  • Quantity – Meets productivity standards; completes work in a timely manner.
  • Safety and Security – Observes safety and security procedures; reports potentially unsafe conditions; uses equipment and materials properly.
  • Strategic Thinking- Develops strategies to achieve organizational goals.
  • Teamwork – Contributes to building a positive team spirit; balances team and individual responsibilities; exhibits objectivity and openness to other’s views; gives and welcomes feedback.
  • Technical Skills – Pursues training and development opportunities; strives to continuously build knowledge and skills; shares expertise with others.
  • Written Communication – Writes clearly and informatively; edits work for spelling and grammar; varies writing style to meet needs; able to read and interpret written information.

Salary commensurate on 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.