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  • Assistant Director of Housing Operations

    Embry-Riddle Aeronautical University

    Assist the Director of Housing and Residence Life in managing and coordinating Housing operations; specifically budget management, billing, office management, creation and maintenance of housing database, oversee assignments process, act as liaison between Housing and Residence Life (HRL) and facilities management, assist in training and development of HRL staff, respond to questions and concerns from students, parents, and campus community, and fill in for the Director as needed.



    Housing Administration 25%

    Participate in the overall administration of the Department of Housing and Residence Life. Assist the Director of Housing and Residence Life with overall operations, including:

    Respond to questions and concerns from students, parents, and campus community
    Participate in creating and updating departmental publications (manuals, brochures, website)
    Create and ensure accuracy of publications and information supplied to students, parents, and campus community
    Participate in the decision-making process regarding departmental operations, application processes, and assignments
    Ensure proper key/card control and regular audits
    Ensure proper reports are completed in a timely fashion
    Ensure checkouts are completed in a timely fashion
    Coordinate early arrivals, extensions, and opening/closing processes
    Coordinate furniture reconfiguration requests and inventory.
    Manage front desk operations to ensure Customer Service, Connections, and Care are priorities and executed well by desk workers
    Participate in the Director on Call/Professional on Duty rotation and/or fill in as the Director of HRL as needed.
    Staff Supervision & Development 25%

    Provide supervision and guidance to HRL staff. Assist in training.

    Hire, train, supervise and hold accountable the Housing Coordinator and Administrative Assistant for HRL
    Hire, train, supervise and hold accountable the student front desk workers for HRL
    Provide on-going training for student front desk workers and Administrative Assistant, and Housing Coordinator for HRL
    Ensure front desk is properly staffed, including the potential of additional staff during critical times (opening, closing)
    Develop and foster “team spirit and effective work relationships within and between the student desk workers and Residence Life Staff.


    Housing database management 30%

    Maintain housing database and create new content as needed

    Create and modify housing application
    Create and modify required processes to ensure proper billing
    Act as a liaison between Prescott HRL and Daytona HRL to ensure proper overlap of procedures in database system
    Act as a liaison between Prescott HRL and University Administration IT to ensure database is running properly and updated regularly
    Follow up with database vendor on any technical issues in a timely fashion
    Provide appropriate level of training on housing database to HRL staff
    Budget Management 10%

    Assist the Director of Housing and Residence Life with managing the budget

    Run monthly, semester, and annual reports to ensure proper revenues, billing, and expenditures.
    Attend budget meetings and trainings.
    Keep/create financial records of capital and other expenditures.
    Oversee the reconciliation of Purchasing cards and maintain records.
    Ensure Purchase Orders are processed properly and in a timely fashion.
    Examine trends in expenditures and revenues by cost center in preparation for annual budget creation.
    Facilities Liasion 10%

    Assist the Director of Housing and Residence Life with managing the budget

    Work cooperatively with ERAU Facilities Management team to ensure work orders are completed properly and in a timely manner.
    Communicate facilities concerns to ERAU Facilities Management team and students
    Regularly inspect HRL facilities.




    Qualifications

    Required skills, knowledge, abilities:

    Bachelor's degree in any area and 3-5 years of work related experience
    Analytical skills with and in depth understanding of the housing process from application to billing.
    Technical knowledge with Microsoft Office suite.
    Ability to create training materials and staff schedules.
    Preference for knowledge in basic HTML coding and past experience with a housing/occupancy management database, specifically Odyssey.
 


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