JOB SUMMARY: The Assistant Director of Operations is a full-time, 12- month live-in position which reports directly to the Associate Dean of Residence Life and Social Services. The Assistant Director of Operations is responsible for day to day operations and facilities management of all New Jersey City University (NJCU) residence halls.
The Assistant Director of Operations is responsible for occupancy, room assignments, marketing related to occupancy, overseeing operational processes such as the work order systems, as well as coordinating and managing the summer conferences. As a key staff member, the Assistant Director of Operations is expected to provide an educational environment for individuals, and the individual selected will possess the character, competency, and potential skills necessary to accomplish this endeavor.
As a member of the NJCU Housing and Residence Life Staff, the Assistant Director of Operations must have an overall working knowledge of the University so that they can appropriately assist, advise, and be a liaison between residents, Resident Assistants (RAs) and other members of the University’s community. They must possess good judgment in order to cope with the day-to-day decisions. They must be knowledgeable about, enforce, and personally abide by all University rules and regulations; and have a personal and professional commitment which goes beyond specific job responsibilities while being committed to personal growth. Ultimately, they are responsible for maintaining the operations and the living standards within the residence halls.
Together with the Associate Dean of Residence Life and Social Services and the Assistant Director of Staff Development, the Assistant Director of Operations is expected to develop and implement strategies to improve the living/learning environment at NJCU. The overall expectations of the Assistant Director of Operations are many and are broken down into four major areas: Housing Operations, Administrator, Staff Supervisor, and Staff Member.
ESSENTIAL FUNCTIONS AND BASIC DUTIES- HOUSING OPERATIONS
· Manage housing assignment database system including staff trainings, updates and system changes.
· Provide direct oversight over housing operations processes including housing contract extensions, room inventories, key management, and housing changes.
· Promote and develop management procedures and practices that preserve and enhance housing facilities by conducting equipment and building inventories on a regular basis.
· Conduct regular walkthroughs of the residence hall. Investigate reported damages and assist with the damage billing process as necessary and communicate to the Associate Dean of Residence Life and Social Services.
· Coordinate residence halls openings and closings procedures at the beginning and end of each semester.
· Oversee room selection for returning students and the room assignment process for new students including the processing of applications and managing email and phone inquiries.
· Manage day to day occupancy reports through the Housing database system.
· Create and implement marketing plans including coordinating the development and distribution of brochures, flyers, email invitations, signage, and other marketing materials for housing sign ups.
· Market, coordinate, and manage all aspects of the summer conference business including contractual negotiations.
· Coordinate and oversee summer conference housing. Recruit and maintain ongoing contact with conference clients and vendors.
· Assist the Associate Dean of Residence Life and Social Services with negotiating summer housing conference and guest contracts.
· Maintain all appropriate documentation related to housing & residence life (i.e., work order log, room condition reports, room change forms, health and safety forms and log of emergency calls, etc.)
· In conjunction with building management and NJCU facilities, conduct fire drills and safety inspections as scheduled.
· Act as a liaison between Housing and Residence Life and Public Safety, Facilities, Event Services, and External Contractors.
· Assist with tracking departmental budget expenditures.
· Establish and maintain office hours in consultation with the Associate Dean of Residence Life and Social Services to ensure availability to staff and students. These hours may be altered if the needs of the students/staff warrant.
· Provides exceptional customer service, administrative support, and assistance to students, parents, staff, and external stakeholders, as well as analyze and determine appropriate resolution to problems not resolved by front line staff.
· Participate in weekday and weekend on-call rotation, when the University is opened, all day weekends, and holidays when the University is closed unless otherwise established with the Associate Dean of Residence Life and Social Services.
· Encourage student accountability for the Student Code of Conduct and Residence Life policies and procedures; Serve as hearing officer and adjudicate violations of policy.
· Attend individual and area staff meetings (as scheduled) and participate in ongoing area staff development activities.
· Conduct assigned responsibilities associated with checking in/out students and other administrative processes related to housing residents.
· Assist with managing the housing phone line and department email account and address any housing inquiries or parent / student issues.
· Assist with all electronic communications including email and working with other NJCU departments with website management.
· Maintain appropriate conduct documentation and enforcing rules and regulations of the residence halls.
· Represent the Office of Housing and Residence Life at all Admissions events, and New Student Orientation to provide information regarding programs and initiatives within the Department.
· Provide indirect supervision for all RAs during the academic year.
· Train and supervise office student assistant(s).
· Ensure staff compliance with established Housing and Residence life policies
· Assist with the training and support of RAs
· Continue training efforts on an on-going basis with the RA staff through individual conferences, staff meetings, and regular staff development efforts.
· Actively support and comply with all University policies, Housing and Residence Life contract regulations and Department's vision and goals.
· Develop and maintain positive relationships with both residents and area staff that encourage ongoing communication, mutual support and respect.
· Maintain effective positive relationships with other University departments (i.e., Facilities and Maintenance, Security, Student Life, etc.).
· Work within the limits of professional capabilities, assist students who have academic, vocational, and personal concerns. Make appropriate referrals when necessary.
· Manage situations involving various psychological, emotional, medical or other safety related emergencies or incidents in the residence halls.
· Participate in departmental training sessions as scheduled.
· Other duties as assigned.
· Accomplishment of stated semester goals
· Implementation of best practices where appropriate
· Documents and reports are accurately produced and up-to-date. Files well-maintained.
· Inquiries are answered and managed in a timely manner.
EDUCATION: Master’s in higher education or related field
o Demonstrated knowledge of computerized database management systems, such as ERez, and student information system, such as PeopleSoft. Must have ability to maintain confidential information.
o Strong leadership skills such as organize and plan efficiently, use effective delegation 0techniques, and work with students.
o Excellent communications skills, both verbal and written, and the ability to effectively communicate with a wide variety of constituents.
o Ability to analyze reference material and apply findings/information to appropriate settings within the university housing setting.
o Ability to access all campus facilities.
o Must be able to multi-task and enjoy a fast paced work environment. Excellent organizational and communication skills.
o Master’s degree or active pursuit towards a master’s degree is preferred.
EXPERIENCE REQUIRED: Minimum of four (4) years of experience working in a student service office in a college/university setting.
· Proficient typing skills.
· Good interpersonal and public relations skills
· Solid analytical, creative, and problem-solving abilities
· Project management skills and well organized
· Able to work well independently.