The Assistant Director for Housing Building Operations & Conference Services is responsible for the facilities operations and services within a multifaceted student housing and residential learning community program. This includes day to day facility scheduling as well as the coordination of custodial services in order to provide safe and well maintained housing for students, live-in professional staff and faculty and summer conference participants. The Assistant Director for Housing Building Operations & Conference Services will provide frequent and routine managerial support to the Director for Housing Building Operations & Conference Services to assist with all aspects of facilities planning, operations, administration, and management. The Assistant Director provides direct supervision to the Coordinator for Conference & Housing Building Operations as well as student staff that support Housing Building Operations.
Essential Duties and Responsibilities
1. Facilities Administration
Work directly with the SCU Manager of Custodial Services to promote thorough cleaning of the residential facilities as appropriate. This includes coordinating all cleaning needs during peak activity times such as but not limited to fall move-in, winter break move-out and move-in, winter break project period, spring break, spring move-out, and summer conference season/project period.
Responsible for the management of a comprehensive building security system for student residences. Manage hard key inventory, hard key and card key issues, and perform lock core changes. Coordinate electronic door access through utilization of the Salto, Onity, ACCESS, and possible other campus security software systems. Direct oversight for set-up, programming, updating, and archiving of security database information including access plans, door updates, specialty acesss plans, etc. Work closely with the Housing Central Operations Manager who will serve as first line contact for residents seeking assistance with access related questions, problems or concerns.
Coordinate efforts to integrate housing information system (StarRez) with all other campus and Facilities Department information systems (PeopleSoft, Access/Blackboard, Salto, AiM, and Onity)
Manage student billings for damages and lock changes. Work closely with the Assistant Director for Housing Billing and Communications to carry out actual billing to resident accounts. Track and collect documentation for all billings and serves as first level appeal officer for all damage disputes.
Manage inventory control programs for equipment and furnishings within the residential facilities.
Coordinate event setups with the Facilities Department for events held in residential facilities.
Coordinate furniture deliveries and moves in the residence halls with the Facilities Department and outside vendors or contractors.
Assist with the implementation of systems to streamline housing facilities procedures, including inventory tracking, key tracking, check in and check out procedures, and damage tracking.
Assist in the coordination of the completion of facility improvement projects with the departments of Facilities, Planning and Projects, Campus Safety and/or outside vendors or contractors.
Monitor major maintenance and renovation needs and develop recommendations regarding project selection and priority, equipment and product specifications and scheduling.
2. Policy and Procedure Making, Interpretation and Implementation
Serve as a member of the Housing Office staff providing input and support in the development of departmental policy and program direction for facility operations, long range planning and responses to issues and trends affecting campus.
Monitor policies and procedures relating to residential facilities and related operations including, but not limited to, fire and life safety, emergency and routine reporting of maintenance and custodial needs, residential hall opening and closing, damage billing, key control and lock changes, residential security, equipment and furniture inventory, etc.
3. Fiscal Responsibility
Assist in monitoring maintenance and custodial charges and develop recommendations for appropriate resource allocation. (Approximately $4.5M annually)
Coordinate and monitor expenditures for maintenance and repairs handled by external contractors.
Assist in monitoring of expenditures for major renewal and renovation projects. ($3M $13M annually)
4. Contacts and Liaison
Collaborate with other University departments in order to coordinate their services in the management of the residential facilities including, but not limited to, the Facilities Department, Planning and Projects, Campus Safety, ACCESS Card Office, and Purchasing, etc.
Coordinate and be present to complete requests by community officials in order to comply with federal, state and local statutes, ordinances, building codes, etc.
Serve as the primary department contact person interacting for campus representatives requesting use of residential spaces. Communicate these requests to Resident Directors and Faculty Directors of each community.
Confer with students and parents regarding Housing, Residence Life and University policies, procedures and activities.
Serve as a liaison with outside contractors in the administration of services to residents including refrigerator/microwave rental, moving and storage services, cleaning services, etc.
Confer with Housing Offices of other institutions regarding policies, procedures and products which have been successful within their housing operations.
Collect and organize information regarding products and services available in order to assist in the evaluation and selection of those which will most effectively meet the needs of the housing operation.
Serve as department representative to integrate StarRez housing data system and Facilities Department information systems: AiM, Salto and Onity.
1. Recommends initiatives and implements changes to improve quality and services. 2. Identifies and determines cause of problems; develops and presents recommendations for improvement of established processes and practices. 3. Maintains contact with customers and solicits feedback for improved services. 4. Maximizes productivity through use of appropriate tools; planned training and performance initiatives. 5. Researches and develops resources that create timely and efficient workflow. 6. Prepares progress reports; informs supervisor of project status; and deviation from goals. Ensures completeness, accuracy and timeliness of all operational functions. 7. Prepares and submits reports as requested and required. 8. Develops and implements guidelines to support the functions of the unit.
Provides Work Direction
Directly supervise the Conference & Building Operations Coordinator position, including hiring, training, and daily supervision of tasks and responsibilities related to supporting the housing building operations and summer conference services operations.
Directly supervise the Housing Building Operations student staff members (3-6) that work within the Housing & Conference Services Office.
Assist with the training and development of professional and para-professional staff within the Housing and Residence Life departments around the topics of fire/life safety, building operations and/or any related topics.
Provide on-going and routine feedback to individual Housing and Residence Life staff members in the area of building operations and specific evaluation information to Housing and Residence Life staff managers for consideration in the annual performance appraisal process.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The items below are representative of the knowledge, skills, abilities, education, and experience required or preferred.
The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. In accordance with the Americans with Disabilities Act, as amended, the California Fair Employment & Housing Act, and all other applicable laws, SCU provides reasonable accommodations for qualified persons with disabilities. A qualified individual is a person who meets skill, experience, education, or other requirements of the position, and who can perform the essential functions of the position with or without reasonable accommodation.
Considerable time is spent at a desk using a computer terminal.
Does require travel to other buildings on the campus.
May be required to attend conference and training sessions within Bay Area or in- or out-of-state locations.
May be required to occasionally travel to outside customers, vendors or suppliers.
The work environment characteristics described below are representative of those an employee encounters while performing the essential functions of this job.
Typical office environment.
Mostly indoor office environment with windows.
Offices with equipment noise.
Offices with frequent interruptions.
Applicable facilities operations and fire, life, safety experience required with preference given for experience specifically in university housing building operations, custodial supervision, and lock systems management
Demonstrated knowledge of Microsoft Office software. Familiarity with scheduling, security, database and Internet software.
Strong written and verbal communication skills.
This position requires the ability to effectively establish and maintain cooperative working relationships within a diverse multicultural environment.
Must be able to work independently with minimal supervision.
Demonstrated organizational skills with the ability to follow delegated projects through to completion.
Initiative in resolving issues and solving problems.
Santa Clara University, a comprehensive Jesuit, Catholic university located in California's Silicon Valley, offers its more than 8,000 students rigorous undergraduate curricula in arts and sciences, business, and engineering, plus master's, Ph.D., and law degrees. Distinguished nationally by the fourth-highest graduation rate among all U.S. master's universities, California's oldest operating higher-education institution demonstrates faith-inspired values of ethics and social justice.