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Assistant Director of Residential Administration; Residential Life Administration

Apply now Posting #: 1824
Position Status: Full-time regular
Location: San Diego
Position Type: Residential Life, Staff

Position Title & Department:

 Assistant Director of Residential Administration; Residential Life Administration
Posting #

1824

University Description:

The University of San Diego, a contemporary and engaged Roman Catholic institution, was founded by the Diocese of San Diego and the Society of the Sacred Heart in 1949. Governed by an independent board of trustees since 1972, USD remains committed to a liberal arts education grounded in the Catholic intellectual tradition and the pursuit of truth, goodness and beauty. Inspired by this centuries old tradition of Catholic higher education, the University welcomes people of all faith traditions and any, or no, religious background. The future success of USD relies on the contributions of those who seek to foster the development of engaged global citizens and an earnest confrontation of humanity’s urgent challenges.

Detailed Description:

The Assistant Director for Residential Administration has primary responsibility for the complex tasks associated with student housing assignments and related billing. Duties include conducting the room assignment process, processing of room charges for all applicable housing (2,600 beds), and implementation, review and assessment of the room change process. This includes providing training and direction to Residential Education staff regarding room changes. This position will be the lead person for transition times from fall to spring, spring to summer, and summer to fall coordinating the housing assignments and cleanliness and readiness of rooms with Facilities Maintenance.

Duties & Responsibilities:

Implementation and support for the billing of $25M annual room revenue:

  • Process posting of room fees to residents’ student accounts via StarRez software including room fees for semester, special sessions, break periods, and contract cancellation or withdrawal fees
  • Process adjustments of residents’ accounts for room changes, prorated charges, and decreased occupancy charges
  • Confirm accuracy of charges for “early arrival” and “late stay” resident fees
  • Assist with the tracking of student cancellations and implementation of cancellation fee policies
  • Initiate and process damage and community standard billing
  • Perform or direct Onity and Salto audit function to confirm actual days of room access and temp card charges and control.

Supervision and management of the Room Change process:

  • Manage the room change process for all resident students through direct communication and indirect outreach through all Residential Education staff.
  • Responsible for providing guidance and instructions to residents on the process, including the facilitation of potential roommate meetings, entering the changes in StarRez, and providing direction to staff managing the adjusted room access through the Onity and Salto systems.
  • Review and adjust the process/policies, in alignment with the Co-Curricular Learning Outcomes and student development theory.
  • Assess the process through student and staff feedback.

Housing Assignments/Occupancy Management:

  • Process and supervise manual housing assignments for returning and incoming students, including the special assignments for the Academic Year contract (both fall and spring semester), summer/intersession housing, and early arrival and late stay adjustments.
  • Coordinate the Neighborhood and Squatter’s Rights processes in support of the STEP program in the residence halls.
  • Coordinate and communicate with various campus partners (Athletics, Academics, Admissions, Learning Communities, etc.) in order to ensure strong understanding of on-campus housing requests/needs throughout the university.
  • Coordinate with the Center for Student Success as students withdraw or leave.
  • Direct Residential Education staff on the process, policies and updates to the Students in Housing and Enrolled as Less Than Full-Time.
  • Manage and provide direction to Residential Administration, Education and Facilities staff regarding the opening and closing processes, including management of the electronic Room Condition process in StarRez.
  • Maintain an accurate interest list for students who missed room selection deadlines and are still awaiting rooms
  • Initiate and communicate with students regarding the vacancy/open bed space policy. - 

Administrative Responsibilities:

  • Hire, supervise, train and evaluate Graduate Student Assistant
  • Develop external and internal marketing materials surrounding the on-campus living experience.
  • Edit and maintain the Residential Life website for the Residential Administration, Education and Facilities’ teams.
  • Create, edit and communicate processes (both new and updated) to front desk staff in order to support their daily work.
  • Serve as customer support to front desk staff when concerns elevate from students and/or families
  • Direct communication efforts through StarRez to residential students
  • Assist with hiring and supervision of summer student employees
  • Other duties as assigned 
Job Requirements:

Minimum Qualifications: 

1. Bachelor’s degree required.
2. Two years of work within Residential Education providing student support and conflict management required.
3. Two years of progressively responsible office experience including minimum of one year working with billing and/or data base software programs.

Preferred Qualifications:

1. Master’s degree preferred.
2. Proficient in utilizing Microsoft Office or XP and all its applications (i.e. Word, Excel, and Power Point required), Web-Browsers, Microsoft Outlook (or similar email software)
3. Knowledge and understanding of accounting/bookkeeping principles and functions; familiarity with POETS coding, Oracle and/or Noetix software preferred
4. Experience with StarRez and Banner preferred
5. Ability to maintain highest level of confidentiality and to exercise independent judgment
6. Ability to appreciate and actively support the mission and goals of the University

Performance Expectations - Knowledge Skills and Abilities: 

1. Ability to manage multiple tasks with distractions in busy customer service environment
2. Excellent interpersonal and communication skills for interacting with various University constituents including parents, students, administrators, staff, and outside vendors utilizing tact and diplomacy; must be able to deal effectively and diplomatically with college age students of diverse backgrounds; sensitive of personalities/needs/attitudes
3. Excellent organizational and time management skills plus attention to detail
4. Demonstrated written and oral communication skills
5. Ability to work with a high degree of autonomy using independent judgment, as well as initiate, coordinate, oversee and complete various projects with minimal supervision according to set deadlines
6. Be resourceful and possess problem-solving skills
7. Listen and respond in caring, tactful, and professional manner to customers who may be frustrated or upset while trying to provide resolutions that address their concerns
8. Knowledge of and ability to maintain the highest level of confidentiality regarding student information per the FERPA/the Buckley Amendment
9. Excellent skills in the use of tools and equipment listed below

Special Conditions of Employment:

The employee will be expected to occasionally work evenings and/or weekends for peak demand times (e.g. room selections, 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. 

Posting Salary:

Commensurate with experience; Excellent Benefits. 

The University of San Diego offers a very competitive benefits package, to include medical, dental, vision, a 12% retirement contribution given to you by the University (with three year vesting period), and access to on-campus Fitness Centers.  Please visit the benefits section of our website to view all of the perks and benefits that USD has to offer.  USD: Human Resources: Benefits

Special Application Instructions:

Click Apply Now to complete our online application. In addition, please upload a cover letter and resume to your application profile for the hiring managers’ review.  If you have any questions or difficulties please contact the Employment Services Team at 619-260-6806, or email us at jobs@sandiego.edu

 
Additional Details:

Hours: 37.5 hours per week

Closing date: Open until filled

Note: External job postings will be up for at least five days. After that time, applications will be reviewed by the hiring manager/committee throughout the posting period. A candidate may be selected at any time which could then close this posting on a date earlier than listed.

The University of San Diego is an equal opportunity employer committed to diversity and inclusion and is especially interested in candidates who can contribute to the diversity and excellence of the campus community.

The University of San Diego is a smoking and tobacco-free campus. For more information, visit www.sandiego.edu/smokefree.

Advertised: Pacific Daylight Time
Applications close:

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In compliance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, the Clery Act, the University of San Diego publishes a combined Annual Security and Fire Safety Report for review. This report includes institutional policies concerning: campus security; procedures for reporting crime, fire, and other emergencies; emergency response and evacuation procedures; sexual misconduct and relationship violence reporting and response standards and protocols; alcohol and drug policies; and statistics for the previous three years concerning reported crimes that occurred within the institutions Clery reportable geography. Individuals may request a print copy of the report at the University of San Diego Department of Public Safety, located in the Hughes Administration Center, Room 150.