Assistant Director for Housing Operations
- Hamilton, NY
Job Category Professional/Administrative
Position Title Assistant Director for Housing Operations
Full Time/Part Time Full Time
Division Dean of the College
Department Residential Life
The assistant director of housing operations provides oversight and leadership for operations and assignments on a liberal arts, undergraduate, residential campus. Colgate University students and staff are collaborative, intellectually engaged, student-centered, and highly communicative. The successful candidate for this position will demonstrate their ability to excel and achieve in this high touch environment.
The primary responsibility of this position includes on-campus occupancy management, housing selection, off-campus housing lottery, marketing and communications, central office operations, key operations, damage billing, furniture inventory, and emergency room management. Additionally, the position is highly communicative, as it engages heavily with students and families. The assistant director will build and maintain strong relationships with colleagues in Facilities, Student Accounts, Summer Programs, Administrative Advising, International Student Services, and Information Technology.
The assistant director is a member of the leadership team in Residential Life and will lead department staff through housing and operational processes in a collaborative and team-oriented approach. The position provides strong direction and clear communication to students and staff surrounding housing operations. The position indirectly supervises Area Director staff as it relates to housing operations.
• Implementation of clear housing operations processes in line with department and university goals including but not limited to assignments, opening, closing, room changes, and selection processes.
• Utilize Symplicity residential software to contribute to the management of on-campus housing by processing assignments, status changes, wait lists and other assignment related requests.
• Coordinate housing assignments during the academic year as well as winter and summer breaks.
• Utilize housing software to contribute to the management of Residence Life processes including early arrival and late stay coding, key management, and room condition reporting.
• Utilize housing software for managing on and off-campus housing related information including providing detailed occupancy reports, cancellation trends, and historical data as requested.
• Collaborate with the Office of Academic Support and Disability Services on student housing accommodation requests.
• Work with specialty groups such as the Residential Commons, Theme Housing, Fraternity and Sorority Life, and Interest Groups to determine on-campus housing assignments in line with the educational initiatives of the department.
• Manage housing transitions and off-term occupancies (Early Arrival, Late-Stay, Reunion, Summer Housing).
• Manage necessary room reassignments during the academic year.
• Utilize Symplicity to develop, implement, and assess systems and processes which support the off campus housing lottery process.
• Maintain collaborative working relationships with rental organizations and community housing providers for ease of communication about student released to off-campus housing.
• Provide data for university administrators and campus partners related to off-campus housing students.
Marketing & Communications
• Assist with development and administration of the Office of Residential Life housing policies. Housing agreement, and general procedures.
• Communicate and disseminate housing process information to staff and students.
• Develop and release housing process communications and educational materials for the department website and campus partner publications.
• Research and respond to complex inquiries from students, parents, and campus partners in order to provide or clarify information about on and off-campus housing services, options, programs, policies or procedures.
• Assist with mass communications to parents and students including but not limited to phone calls and emails.
• Utilize social media to market and promote Residence Life, Housing, and Off-Campus Housing related events, activities, and information.
• Maintain student room, common area, and stored furniture inventory for effective asset management throughout the year to be used for annual furniture purchases.
• Assist with the development of base level service agreements for fraternity and sorority houses.
• Assist with annual replacement and long-range furniture planning related to residential furniture in partnership with the Director of Residential Life and Facilities Department.
• Serve as the department liaison to Symplicity, Information Technology, and Student Accounts in order to receive applications, make assignments, assess charges, deliver individualized communications, manage data, and generate reports in housing software.
• Thoroughly train professional and paraprofessional Residence Life staff about partnership and shared responsibilities with facilities staff, and housing operations, processes.
• Effective coordination of a room & building master key inventory; organize key check-in/check-out, and associated billing processes.
• Effective coordination for damage billing process in support of fostering a community where accountability and responsible community membership are highly valued.
• Coordinate schedules of student office staff, and recruits, selects, trains, and supervises student office employees.
• Provide oversight for a small number of student storage areas on campus, establishing consistent guidelines and support for departments using these storage areas.
• Serve as a member of the Residential Life leadership team, training and preparing members of the live-in professional staff to perform operational functions such as room changes, room inventories, damage reporting; role model effective communication with members of our diverse community.
• Promote and coordinate Commencement Housing for families of graduating Colgate students.
• Serve on various campus-wide committees as appropriate.
• And other projects and duties as assigned.
This position has been designated as a Campus Security Authority ( CSA ), in accordance with the federal statutory requirements of the Jeanne Clery Act. CSAs are required to and responsible for reporting allegations of crimes they receive from students and employees to the Campus Safety Department.
Name Residential Facilities
Demonstrated expertise in building management sufficient to avoid material consequences across multiple facilities. Implements and troubleshoot on-site logistics. Ability to apply techniques of assessment to measure programmatic effectiveness. Connects intended outcomes, priorities and goals to divisional and institutional outcomes, priorities and goals.
Name Student Development
Demonstrated knowledge of and ability to consistently apply student development theory in the creation and development of programs as well as in advising responsibilities. Knowledge of best practices and ability to consistently apply these practices in advising responsibilities. Demonstrated ability to consistently identify and recognize legal and ethical principles of the profession. Demonstrated ability to consistently follow departmental protocol regarding legal and ethical issues.
Name Customer Service
Demonstrated ability to provide high levels of customer service including timeliness, accuracy, ability to diffuse conflict, and escalate appropriately. Ability to identify needs for improvement and implement changes.
Name Residential Facilities
Demonstrated knowledge in building management sufficient to avoid material consequences across multiple facilities.
Name Records & Technology Management
Demonstrated knowledge of interrelationships between all key residential housing data sets and relevant systems. Demonstrated understanding and knowledge of residential records and protocols. Sufficient knowledge of technical systems and departmental needs to effectively operate systems.
Name Event Management
Demonstrated ability to effectively coordinate events and recommend favorable vendor relationships and favorable contract terms. Demonstrated ability to communicate both written and oral related to planning events.
Name Administrative Procedures
Demonstrated mastery of commonly and consistently used Colgate and divisional/functional administrative policies and practices. Has knowledge sufficient to conduct administrative procedures and processes that are most critical to the department/program. Has knowledge sufficient to train others on all core and common administrative procedures. Has knowledge sufficient to create desktop aids or guides in the execution of common administrative procedures and processes. Demonstrated ability to consistently meet functional accountabilities while staying within assigned budget constraints. Demonstrated ability to effectively and consistently apply time management, problem solving, and planning skills in the implementation of processes or programs.
Name Office Productivity
Demonstrated ability with all MS office and Google applications, to include: collecting, formatting and organizing moderately complex data via sorting, filters, charts, all basic to intermediate level formulae, including pivot tables. Demonstrated expertise with most commonly used MS word features and functionality, including table of content formatting, mail merges, track changes and other similar features. Ability to edit basic formatting and functional elements of MS PowerPoint. Demonstrated ability to efficiently leverage standard office software to manage calendars, contacts and email correspondence.
Name Personal Accountability for Results
Takes responsibility for decisions, performance, and outcomes; behaves in a responsible manner with a positive attitude; shows self-awareness and openness to feedback.
Name Effective Communication
Demonstrates effective written and oral communication skills; shares information and seeks input from others; adapts communication to diverse audiences; protects private and confidential information.
Name Problem Solving and Decision Making
Analyzes and prioritizes situations to identify and solve problems; generates solutions to improve efficiency and quality; involves others in solving problems and making decisions; factors organizational goals into decisions; makes clear, transparent, and timely decisions.
Name Change Management
Responds positively to changing university initiatives and readily adapts behavior to maintain effective performance; understands the long-term direction of the university and can relate this to departmental area; adapts to new methodologies; identifies and acts on areas where change is appropriate.
Name Leadership and Teamwork
Applies skills and knowledge to provide a climate to achieve departmental and organizational success; balances individual and department goals; helps others perform at their best; builds productive relationships to enhance individual and organizational effectiveness; treats others with respect; resolves conflicts among team members.
Name Creativity and Innovation
Generates, explores, encourages, and implements innovative ways of creating strategic value for the university, division, department, and individual level; critically assesses the effectiveness of new initiatives.
Name Diversity and Inclusion
Demonstrates respect for people and their differences; understands the benefits of a diverse workforce; earns the trust and respect of others; includes and welcomes others; works to understand the perspective of others; promotes opportunities to experience diversity within our community.
Understands the impact of decision making and personal behavior in achieving the university's commitment to a sustainable and carbon-neutral campus; supports and advances the university's sustainability initiatives; influences others to use sustainable practices.
Professional Experience/ Qualifications
Ideal candidates will have:
○ Knowledge of Housing and Residence Life as a functional area
○ Educational and work history in Higher Education
○ Ability to problem solve both personnel issues and project issues
○ Strong planning, organization, communication, and prioritization skills
Enthusiasm about engaging with the diverse students, staff, and faculty with whom the Residential Life team partners.
○ 3+ years experience in Housing and/or Residential Life
○ Experience with online housing software
○ Experience in a residential liberal arts setting
A bachelor's degree is required.
A master's degree in higher education, student personnel, counseling, or a related field is preferred.
Among the top liberal arts colleges in the country, Colgate University is renowned for its academic rigor, the beauty and vitality of its campus, and the contributions of its alumni across a variety of fields and endeavors, who are exceptionally engaged with the institution. Larger than classic liberal arts colleges, Colgate boasts both substantial academic offerings as well as small classes, a strong emphasis on faculty-student interaction, and a residential community valuing all forms of intellectual curiosity. Colgate's faculty members are leading teachers and scholars, committed to intellectual engagement in all its forms. Colgate's approximately 2,900 highly motivated students achieve academically, athletically, and artistically, and are actively engaged in the world around them. Colgate is committed to attracting and retaining a diverse faculty, staff, and student population, fostering an inclusive community that embraces and values diversity in an environment of mutual respect, communication, and engagement.
Colgate was first founded in 1817 as The Baptist Education Society of the State of New York by 13 men with $13 and 13 prayers. The number 13 is still Colgate's lucky number; Friday the 13th is always designated Colgate Day. New York State granted the school a formal charter in 1819, and the Baptists in New York City - soap maker William Colgate among them - consolidated their seminary with the Hamilton school to form the Hamilton Literary and Theological Institution in 1823. A state charter issued in 1846 changed the name to Madison University and established the right to grant degrees. Madison was changed to Colgate in 1890, in honor of the Colgate family's enduring support.
Today, Colgate is a thriving, highly selective liberal arts institution. Located in the geographic center of New York State. Colgate's campus in Hamilton, N.Y., boasts carefully preserved architecture, immaculate grounds, and a hillside setting. It is consistently named one of the most beautiful in the nation. It is a friendly and close-knit place where students develop lifelong bonds with the institution, with each other, and with faculty and staff members. More than 110 buildings on the 575-acre campus (the oldest dating back to 1827) and in Hamilton house Colgate's core educational, administrative, and student life functions. Faculty and staff members make intentional choices to live and work in Hamilton, New York, and this leads to a strong scholarly community that provides the foundation for undergraduate education and preparation for life after college that is unique to Colgate.
The University's academic program is grounded in its Liberal Arts Core Curriculum, which has been in place since 1928 and is required of every undergraduate. The five core classes are Legacies of the Ancient World, Challenges of Modernity, Communities and Identities, Scientific Perspectives on the World, and Global Engagements. Undergraduates may choose from 56 majors and more than 40 additional minors. Classes are small, averaging 17 students, and are taught by nearly 300 full-time faculty members, 99 percent of whom have received a Ph.D. or terminal degree in their field. Students are encouraged to collaborate with faculty members in research efforts, and Colgate undergraduates have co-authored articles in professional publications for more than 30 years.
Colgate also has a rich tradition of international and off-campus study and has one of the largest faculty-led off-campus study programs in the nation. The University is ranked first by the Institute of International Education in the percentage of students participating in mid-length off-campus study programs. The off-campus study groups run for an entire semester, in locations around the world, including Africa, Australia, Asia, Europe, South America, and within the United States. Extended study programs offer students between two and five weeks of study following the end of the semester. Through these and, more than 100 other affiliated programs, roughly two-thirds of Colgate students will study off-campus during their undergraduate years.
In recent years, the University has made significant investments in the campus in support of students' academic and overall development, most notably the construction of Benton Hall, the new home of Colgate's comprehensive career development initiatives; the addition of the Class of 1965 Arena to its athletics facilities; and a new middle campus quad featuring two new residence halls that will provide spaces for collaboration, intellectual exploration, and student-faculty engagement. They will open later in 2019. With its endowment valued at more than $900 million and an annual operating budget just above $200 million, Colgate holds a AA credit rating with S&P, which was reaffirmed in October 2018. In addition, Moody's Investment Service affirmed Colgate's Aa3 rating in August 2017 based on the University's excellent strategic positioning as a highly selective private liberal arts school with a robust market and sizeable financial resources. To learn more about Colgate University, visit: www.colgate.edu
Hamilton and the Surrounding Community
Founded in 1795, the Village of Hamilton, named one of the friendliest towns in the United States by Forbes magazine, has a population of roughly 4,000. The Hamilton Village Historic District was listed on the National Register of Historic Places in 1984 and is home to an eclectic mix of shops and restaurants. The area is ideal for outdoor recreation including biking, hiking, trail running, and skiing. Colgate's golf course, Seven Oaks, was designed by Robert Trent Jones and has been repeatedly recognized as one of the best college golf courses in the country. The University's location provides easy access for summer hikes and winter ski trips. It is less than a one-hour drive from Syracuse, four hours away from New York City, and five hours from Boston. Colgate and Hamilton have formed the Partnership for Community Development, which develops an active network of professional consultants, foundations, municipalities, and not-for-profit organizations located throughout the Central New York region to assist area residents, businesses, and visitors. This includes efforts to stimulate and support local businesses through small business development and the revitalization of historic buildings. To strengthen the relationship between the village and the University, and to add to the economic development of downtown, Colgate relocated its campus bookstore to the downtown area of the village. Similarly, Colgate owns the Palace Theater, a 300-seat performing arts venue that is leased to an external nonprofit arts organization.
COLGATE STUDENTS AND STUDENT LIFE
Colgate students are achievers intellectually, athletically, and artistically, and are actively engaged in the world around them. For the Class of 2022, fewer than 2,430 students were offered admission, chosen from more than 9,700 applicants representing 50 states, the District of Columbia, and 133 countries. The acceptance rate was 24.9 percent. Admitted students had an average GPA of 3.82 and the middle 50 percent achieved a combined SAT score of 1400-1510. Fifty-five percent of students are women, domestic students of color constitute 22 percent of the student body, and international students account for 15 percent. Forty-four percent of students receive financial aid, and Colgate meets 100 percent of demonstrated need.
The curricular and co-curricular overlap and intersect often at Colgate. The student-faculty ratio is 9:1 and the average class has 17 students. Small classes are common and allow professors to advise and mentor students inside and outside of the classroom. Colgate is a residential university with more than 93 percent of students living on campus. Housing options include traditional residence halls; interest-based residential communities; townhouses; apartments; and University-owned houses. The University recently launched a Residential Commons system designed to create strong and welcoming living/learning communities. The creation of these communities has required the renovation of existing dormitory facilities and the construction of new residence halls. Starting with the Class of 2021, every first-year student calls one of four Commons home and beginning in 2019-2020, all sophomores will also live in a Commons. Through membership in their Commons, students engage with professors and each other in special recreational, social, and intellectual activities. More on the Residential Commons.
Junior and senior students may live in college apartments, college houses, Greek-affiliated chapter houses, or townhouses, or they may apply to live off-campus. The 250 students approved to live off-campus through the lottery take part in the Neighbor to Neighbor program, a collaborative effort between the Village of Hamilton and the Colgate community to ensure a positive and healthy relationship between the village and the campus. The University's visual and performing arts offerings support the creative endeavors of students on campus, as well as host visiting artists, musicians, filmmakers, theater groups, and other creative professionals.
Fraternities and sororities are part of a long-standing tradition at Colgate, dating back to the first fraternity charter adopted in 1856. Roughly a third of all Colgate students are affiliated with the fraternity and sorority community at Colgate University, which includes eight internationally affiliated Greek-letter organizations. Students are eligible to join a fraternity or sorority in their sophomore year and Colgate owns and oversees all chapter houses.
Colgate also has a rich and competitive athletic tradition. Approximately 25 percent of students are involved in a varsity sport, and 80 percent of students are involved in some form of varsity, club, or intramural athletics. There are 25 varsity teams, more than 40 club sports teams, and 18 different intramural sports. Colgate is part of the NCAA Division I Patriot League for all varsity sports ( ECAC of Division I for men's and women's hockey) and consistently has one of the NCAA's top graduation rates among student-athletes.
Requisition Number 2020S056Posting
This position may require occasional evening and/or weekend hours, particularly during peak periods.
Job Open Date 12/17/2020
Job Close Date
Open Until Filled No
Special Instructions Summary
Candidates are asked to provide a minimum of three professional references; preferably, one of whom is a current or former supervisor. Please upload a document that contains the contact information for each reference, when prompted to submit required materials.
It is the policy of Colgate University not to discriminate against any employee or applicant for employment on the basis of their race, color, creed, religion, age, sex, pregnancy, national origin, marital status, disability, protected Veterans status, sexual orientation, gender identity or expression, genetic information, being or having been victims of domestic violence or stalking, familial status, or any other categories covered by law. Colgate is an Equal Opportunity/Affirmative Action employer. Candidates from historically underrepresented groups, women, persons with disabilities, and protected veterans are encouraged to apply.
CAMPUS CRIME REPORTING AND STATISTICS
The Campus Safety Department will provide upon request a copy of Colgate's Annual Security and Fire Safety Report. This report includes statistics as reported to the United States Department of Education for the previous three years concerning reported: 1. crimes that occurred on-campus; in certain off-campus buildings or property owned or controlled by Colgate University; and on public property within, or immediately adjacent to and accessible from, the campus and 2. fires that occurred in student housing facilities. The report also includes institutional policies concerning campus security and fire safety, such as policies concerning sexual assault, life safety systems, and other related matters. To obtain a copy, contact the Campus Safety Compliance Manager via e-mail at firstname.lastname@example.org. You may also access the report from the Campus Safety web page at: www.colgate.edu/offices/support/campussafety.
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