| Department Description: |
In the Catholic tradition, the Student Affairs Division strives to create an inclusive, educational environment which motivates and supports student learning and personal development, serves the University community, and inspires students to make a positive contribution to society. Our philosophy and approach is to collaboratively work with Academic Affairs and all areas of the University to create an integrated learning environment.
The Student Affairs Division is a dynamic, student centered and learning organization. We are poised to create a vibrant and active co-curricular learning experience for all students. Our emphasis on leadership development and social change allows us to work on developing future ethical leaders to serve in a complex, global and changing world. We are committed to fostering a sense of belonging and continuously building toward a just, welcoming and caring community for all.
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| Detailed Description: |
The Division of Student Affairs is committed to grounding our policies, programs, and procedures in anti-racist practice. With this commitment, we recognize the importance of educating ourselves and holding one another accountable to ensure our work is approached through equity, inclusion, and social justice lens. We recognize our need for ongoing development in this area and continue to strive to improve. We expect all members of the Division of Student Affairs are willing to engage in this work alongside us to uphold our Catholic mission in creating a welcoming environment where the dignity of all students, staff, administrators, and faculty at USD is embraced
Serves as the primary point of contact for students, parents and USD personnel in regards to Residential Life inquiries in person, via the Residential Life main phone line, and via the housing email address. The Front Desk Supervisor is responsible for assisting with the management of the Residential Life Office, Mata’Yuum Crossroads desk area and regular staffing for the Manchester Village and Alcala Vistas front desks, and the occasional special event staffing of the Maher and Camino/Founders desks. The duties of this position include the oversight of the daily maintenance of Crossroads desk operations and the supervision of approximately 14-20 student workers for Mata’yuum Crossroads, Manchester Village, the Alcala Vistas, Maher and Camino/Founders. This position provides administrative assistance for major residential life projects, such as room selection, room changes, housing billing, and summer housing.
Duties and Responsibilities:
Perform duties to support the efficient management of Crossroads and the Residential Life Office:
- Supervise student staff and assist with receiving and managing a consistently high volume of calls, emails and visitors, including students and parents
- Answer questions about various residential life issues (i.e. room selection/assignment policies and procedures including deadlines, arrival and departure dates, staff resources, account charges, roommate issues)
- Refer inquiries to proper administrator/department
- Coordinate the processing of incoming and outgoing mail, including bulk mailings
- Supervises central office student workers with filing of various forms; update all electronic binders containing forms and student information on a regular basis (in coordination with the Assistant Director of Residential Administration) to meet business continuity and safety and security requirements .
- Maintain all digital displays at each residential desk and general postings in residential lobbies and lounges
- Monitor and respond on a daily basis to all emails received via the residential life email account from current students, parents, prospective students and the general public concerning housing issues or other university information
- Assist with distribution of information, forms, fliers, etc. to Residential Life staff and other departments
- Answer questions from USD students regarding off-campus housing resources
- Develop a thorough working knowledge of the Terms and Conditions - Campus Housing and Dining Services Agreement.
- Assist the Director of Residential Facilities with outside vendors scheduled by Residential Life to assure efficient and appropriate access to residences for deliveries and maintenance calls, as necessary
Supervises student workers for Crossroads, Manchester Village, Maher and Camino/Founders:
- Trains new and returning student staff on all office procedures and systems, including the Google Suite, StarRez, Salesforce, Onity and Salto databases
- Coordinates with Residential Administration, Education and Facilities for the assignment of projects for student workers.
- Schedules students to assure appropriate front desk coverage. Manage shift changes and open shift coverage.
- Responsible for providing appropriate supervision to student workers, including verification and approval of timecards, and troubleshooting payroll challenges.
- Develop, organize and implement training programs, staff meetings, and staff development events for student workers.
- Evaluate attendance and overall job performance of the student workers.
- Communicate any concerns related to student workers to their supervisor and follow up with student staff as needed.
- In absence of the Front Desk Supervisor, students will serve as the initial point of contact for the community. It is the Front Desk Supervisor’s responsibility to assure adequate and appropriate training in this regard.
Oversee Front desk operations:
- Coordination of annual check-in and check-out of 2,600 residents living on-campus.
- Assist with coordination and management of miscellaneous projects, including donation drives.
- Coordinates process for issuing cleaning supplies and recreational equipment to residents.
- Maintains inventory and coordinates distribution of supplies (toilet paper and trash bags).
- Responsible for maintenance of all office and cleaning equipment (vacuums, copy machine, computers, printers, fax, etc.) at the desk area
- Assist with coordination of repairs of all equipment (TVs, DVD, workout equipment, etc.) housed in shared living areas.
Assist the Director and Assistant Director of Residential Administration with the returning and new student sign-up and room assignment process and assist with summer/intersession processes and semester transitions:
- Communicate housing sign-up information to staff, residents and parents.
- Assist with the preparation of accurate floor plans, daily occupancy counts and lists of participants and housing sign-up numbers.
- Facilitate communication and outreach to students signing up for housing, based on the direction from the Director of Housing and Residential Life.
- Provide direction to students and front desk staff regarding specifics of summer/intersession sign ups and specific policies.
Onity and Salto Lock System:
- Serves as lead for Onity and Salto lock system, in coordination with the IT Support Specialist and Associate Director for Residential Administration, in all desk areas, including working knowledge of systems, understanding of basic troubleshooting, and ability to train staff on the systems.
- Coordination of key encoding,decoding, and dissemination for 3000+ resident students and live in staff.
- Responsible for reporting and follow up of all technical problems.
- Responsible for training additional staff as deemed necessary and appropriate.
- Responsible for pre-encoding and distributing USD Torero cards for all new residents.
Special Conditions of Employment:
- Vacation opportunities are unlikely to be approved August- September and during semester finals.
- Expected to occasionally work early mornings, evenings, weekends and holidays for peak demand times (e.g. room selections/assignments, billings, and move-ins)
Background check: Successful completion of a pre-employment background check.
Degree Verification Requirement: Persons offered employment in this position will be required to provide official education transcripts for degree verification purposes.
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