Quad Operational Service Manager

Stony Brook, NY
Jun 10, 2017
Institution Type
Four-Year Institution
Job Description

Quad Operational Service Manager-1701073

Required Qualifications (as evidenced by attached resume):

Bachelor's degree. In lieu of the Bachelor's Degree, a combination of an Associate’s degree and two years of directly related professional experience may be considered. Two years of professional administrative operations and customer service experience. Proficient utilizing Microsoft office and Google apps.

Preferred Qualifications:

Bachelor's degree in Business, Organizational Management or related field. Supervisory experience (student experience considered). Experience working with a student population. Experience with staff training and development. Experience reconciling financial reports and tracking expenditures. Knowledge of facility maintenance and issues.

Brief Description of Duties:

The Quad Operations Service Manager has responsibility for approximately 4 - 12 residential buildings (per quad / area) accommodating over 1,100 students and is accountable for the administrative management and coordination of activities related to the overall operations and services of the Quad / Apartment office(s). This includes, but is not limited to: ensuring and maintaining compliance to Campus Residences’ policies and procedures and respective resolution of resident complaints, shared billing responsibility for a $7 million or more annual revenue stream and accurate supervision, utilization and manipulation of various computerized data systems including financial, facilities and student records. This position may supervise Graduate and clerical support staff. The selected candidate will need to posses strong communications and interpersonal skills in order to be successful in this position. The selected candidate will also need previous experience supporting a diverse client/customer population.

  • Data management: Maintain the integrity of resident data on housing (including all arrivals, departures and room changes), and judicial databases that interface with university-wide billing, financial aid and student records systems; data entry and report generation of these and other administrative and facilities management data sources.
  • As an initial point of contact for students, the incumbent will be a central information source, field student requests/complaints/concerns and prioritize and coordinate respective service needs. The incumbent will ascertain the appropriate response or measure which may include reassigning rooms, coordinating maintenance checks for all room entry/exits (collection/distribution of keys, required fixtures/equipment, entering work requests on facilities management systems, etc.). Incumbent will manage damage assessments/billing/appeal investigations/responses for quad/area.
  • Supervise, hire and train full time support and part-time student staff. Coordinate the exchange of information and processing of forms and transactions for quad / area staff, especially Student Staff.
  • The incumbent will work in tandem with the Facilities Manager and Custodial Supervisor for the Quad / Area to report, address and follow up on facilities related matters identified by residents and staff.
  • Follow up with the Department of Residential Operations, Department of Telecommunications and Residence Hall Directors to ensure that work requests are completed in a timely fashion.
  • Administering security/access control: Authorizing, activating and tracking swipe card access to residential units and common areas. Removing access, as necessary, for individuals no longer occupying space or assigned to a specific building or area. Maintain an accurate key inventory and ensure that keys are securely stored and accounted for when not in use.
  • Reconciling quad / area financial reports, tracking expenditures, and monitoring allocations for supplies and equipment budget(s).
  • Process supply requisitions for quad / area in compliance with divisional guidelines.
  • Coordinate, schedule and report back on monthly Quality Assurance Tours (QATs) in each Quad / Area.
  • Participate in Departmental or Division wide committees and provide support to the Assistant Director of his/her area for their assigned committee / workgroup
  • Other duties or projects as assigned as appropriate to rank and departmental mission.
  • Special Notes:

    This is a full time appointment. FLSA Nonexempt position, eligible for overtime provisions of the FLSA.

    Stony Brook University will be 100% tobacco-free starting January 1, 2016. See our policy and learn more at stonybrook.edu/tobaccofree.

    Pursuant to Executive Order 161, no State entity, as defined by the Executive Order, is permitted to ask, or mandate, in any form, that an applicant for employment provide his or her current compensation, or any prior compensation history, until such time as the applicant is extended a conditional offer of employment with compensation. If such information has been requested from you before such time, please contact the Governor’s Office of Employee Relations at (518) 474-6988 or via email at info@goer.ny.gov.

    ***Out-of-State Applicants: Please note as a condition of employment and in order for this position to be tendered, the successful incumbent will be required to provide evidence of a valid license and driving abstract from the state issuing the license within five business days of a conditional offer and must obtain a NYS driver's license within 30 days of acceptance of offer.

    About Stony Brook:

    Stony Brook University, home to many highly ranked graduate research programs, is located 60 miles from New York City on Long Island's scenic North Shore. Our 1,100-acre campus is home to 24,000 undergraduate, graduate, and doctoral students and more than 13,500 faculty and staff. SBU is a comprehensive research-intensive university and a member of the prestigious Association of American Universities (AAU), which includes 34 public universities among its 62 members. SBU consists of 12 schools and colleges and a teaching hospital that provides state-of-the-art healthcare in the Long Island region. SBU also manages and performs joint research with Brookhaven National Laboratory, the only Department of Energy Laboratory in the Northeast, and shares doctoral programs with Cold Spring Harbor Laboratory, a world-renowned molecular biology institute. Home to the Emerson String Quartet, the Jackson Pollack House in East Hampton, New York, the Humanities Institute, and the Southampton Arts Program, and with endeavors that extend to the Turkana Basin Institute in Kenya and the Ranomafana National Park in Madagascar, SBU sustains an international reputation that cuts across the arts, humanities, social sciences, and natural sciences.

    Stony Brook University is an Affirmative Action/Equal Opportunity employer. We encourage protected veterans, individuals with disabilities, women and minorities to apply.

    If you need a disability related accommodation, please call the University Human Resource Services Department at (631) 632- 6161 or the University Hospital Human Resources Department at (631) 444-4700. In accordance with the Title II Crime Awareness and Security Act, a copy of our crime statistics is available upon request by calling (631) 632- 6350. It can also be viewed online at the University Police website at http://www.stonybrook.edu/police.

    Official Job Title: Staff Assistant
    Job Field: Administrative & Professional (non-Clinical)
    Primary Location: US-NY-Stony Brook
    Department/Hiring Area: Campus Residences/Residential Programs-Stony Brook University
    Schedule: Full-time Day Shift 8:30 am - 5:00 pmCampus Residences/Residential Programs-Stony Brook University
    Posting Start Date: Jun 9, 2017
    Posting End Date: Jun 23, 2017, 10:59:00 PM
    Salary: Commensurate with experience within range of $39,403 - $42,500
    Salary Grade: SL2


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