Assistant Director of Residence Life for Housing Operations

Summary

Reporting to the Associate Director of Residence Life for Housing Operations, the Assistant Director of Residence Life for Housing Operations is responsible for managing the StarRez Housing database and overall occupancy management, as well as supporting the overall functions of the Office of Residence Life, including housing assignments, room selection processes, and access and key control. The Assistant Director of Residence life for Housing Operations will also have responsibility for administrative processes that enhance the residential experience, including collaboration with internal and external stakeholders and on-call support and crisis management.

Duties and Responsibilities

Occupancy Management

• Manage StarRez – the university’s housing management database – including creation, upkeep, and organization of all relevant fields, data, and information needed to operate housing and manage occupancy.
• Manage Banner – the university’s ERP system – to ensure all data necessary for billing of student accounts is kept in sync with StarRez, SEFS, and the Cashier’s Office.
• Serve as the primary contact with Information Technology Services and StarRez (software vendor) in support and design of StarRez, including continued development of licenses.
• Manage all billing related to housing and dining, including charges to and the release of housing deposits, in partnership with Dining Services and the Cashier’s Office.
• Manage and proactively communicate all administrative aspects of room change processes.
• Report on housing and board information of students, by maintaining historical information, developing reports to track data and share information with relevant campus partners, monitoring daily hall counts and vacancies, and examining demographics of students.
• In conjunction with IT, ensure other JCU departments have access to necessary Housing-related data. These departments include Dining Services, Finance, Student Accounts, JCU PD, Facilities, SAS, & the Dean of Students Office. This may take the form of data exports from StarRez to Banner system and ad hoc reports directly from StarRez.
• Provide occupancy information of resident students by maintaining historical information, developing reports to track data, monitoring daily hall counts and vacancies, and examining the demographics of residents.
• Utilize StarRez to manage student accounts, rooms, occupancy, vacancies, etc., including sending mass emails, tracking residency requirements, releasing security deposits, processing requests for release, and creating logs and notes of relevant information.
• Manage the meal plan change process and serve as the primary contact for meal plan changes with Dining Services.
• Build and facilitate all housing selection and placement processes, including those for returning students, incoming students, transfer students, etc.

Housing Operations

• Oversee general Residence Life office management, including supervision, training, and scheduling of student staff, management of front desk operations, & communication of university policies & procedures to parents, students, faculty, staff, and external stakeholders.
• Primary management of office email & calls alongside other administrative support staff.
• Manage early arrival and break housing processes annually.
• Manage the vandalism response and damage billing processes.
• Support key operations and support access control.
• Support third party contracts and services, including CSC Laundry & other services.
• Support planning and implementation of opening and closing of the residence halls, including planning, organizing, and facilitating residential move-in.
• Support overall management of summer camps and conferences, including key management, summer student staff, check-in/out, supply orders, and management of daily tasks for Area Coordinators alongside the Associate Director of Residence Life for Housing Operations.
• Participate in a tiered on-call rotation with the Associate Director of Residence Life and the Senior Director of Residence Life to provide support to the primary on-call staff.
• Develop and manage marketing for departmental housing operations, including management of departmental websites and creation of marketing materials to support operational processes and other office communications.

Required Qualifications

• Bachelor’s degree.
• 3 or more years’ experience in Residence Life, higher education, or related field.
• Proficiency and previous experience in the configuration and use of software systems that support the operations of residence life. This includes previous experience working with IT staff members and possessing strong base-knowledge of technology.
• Knowledge of campus life and residency processes.
• Strong oral and written communication skills, analytical skills, and interpersonal skills.
• Strong organizational skills, attention to detail, and professionalism in an office setting.
• Experience with identifying & resolving both technical & interpersonal issues or concerns.
• Experience supervising others, especially student staff members.
• Interest in understanding and supporting John Carroll’s mission to inspire individuals to excel in learning, leadership, and service in the region and in the world.

Preferred Qualifications

• Master’s degree in higher education or related field.
• Previous experience in occupancy management and housing.
• Previous experience with StarRez software system and Banner.
• Previous experience with web development and HTML.
• Willingness to work in a student-centered learning environment and prior experience in an on-call or crisis response position.
• Experience with document layout, design, and creation of marketing materials – including social media, graphics, photography, and videos.
• Proven ability to work with a high level of autonomy utilizing an innovative mindset.
• Proven ability to evaluate processes for efficiency and effectiveness and design/propose changes with this in mind.