Assistant Director for Housing Administration

Job description

Assistant Director for Housing Administration

University of San Francisco

Job Summary:

The Assistant Director of Housing Administration is responsible for overseeing the room assignment and occupancy management process and serving as the systems administrator for the housing management software system, StarRez, for the Office of Student Housing and Residential Education (SHaRE) within the Division of Student Life.

The Assistant Director is part of the SHaRE Leadership Team and assumes leadership responsibilities at the departmental and University levels. These include working with and chairing SHaRE committees, supervising special projects, and undertaking special assignments. As a member of the larger staff in Student Life, the Assistant Director collaborates and cooperates to create leadership and intercultural competence opportunities to support student learning and development in the Jesuit Catholic tradition.

Job Responsibilities:

Data Systems and Occupancy Management

1. Oversees the assignment operations, assignment programs and information systems for student housing. Acts as the primary project manager for the StarRez Housing Management System. Work directly with University information system programs in the development, testing, and refinement of the system for both housing production and employment modules.

2. Works collaboratively with StarCare, ITS, Student Accounts and Business & Finance to ensure smooth interface of the StarRez system.

3. Serves as SHaRE point-of-contact for CS Gold meal plan issuance and issues.

4. Authorizes and maintains user accounts for staff.

5. Provides training, documentation and information for students and staff.

6. Establishes yearly room selection dates in consultation with the Senior Director of Student Housing and Residential Education.

7. Develops and prepares reports, dashboards, and correspondence for the department, division, and campus partners (i.e., detailed residence hall rosters, occupancy reports, etc.).

8. Plans, develops, and maintains housing application as well as student staff selection processes using PortalX.

9. Serves as the primary liaison using the Banner student information system; works closely with ITS and the Banner program.

10. Manages all aspects of the occupancy management system including:
a. Develops room allocation model based on incoming student estimates by analyzing historical data to form assumptions and make strategic room allocation decisions
b. Maintenance of a tracking system for incoming contracts
c. Coordinates exemption and contract cancellation processes and tracking of all related activity
d. First-year and continuing student waitlist management
e. Coordinates all associated data collection and reporting

11. Works collaboratively with StarCare, ITS, Student Accounts and Business and Finance, and the Manager of Finance and Operations for the Division of Student Life to ensure the establishment and maintenance of general controls and the elimination of risks related to the StarRez housing software and Banner systems including:
a. Reconciliation of financial transactions between StarRez and Banner.
b. Elimination of conflicts by ensuring segregation of duties.
c. StarRez student account reconciliations.
d. Student Meal Plan policy enforcement.
e. Management of unallocated residence housing.
f. Meal plan adjustments reconciliation.
g. Defining governing policies and rules for governing activities between the StarRez and Banner systems.
h. Ensure timeliness of rate tables creation for future terms.
i. Maintenance of advanced charge configurations in alignment with billing timing requirements.
j. Maintenance of application change management processes and documentation.
k. Management and tracking of informal user access in StarRez system.
l. Ongoing management of StarRez user access roles.
m. Monitoring of job logs in StarRez system.

Supervision of staff
1. Recruits, selects, trains, supervises, and evaluates Housing Assignment Coordinators.
2. Conduct regular meetings with the Hall Assignments Team.
3. Provide functional area supervision to other SHaRE staff pertaining to areas within the Housing Administration domain.

Operations and Customer Service
1. Addresses student and parent concerns with regards to assignment, contract, roommate requests, changes and refund requests. Determines resolution of all resident petitions for early contract cancellation, change, reductions and refunds.
2. Collaborates with SHaRE Central Office staff in the development of departmental policies, long-range planning and responses to issues and trends affecting on and off campus housing.
3. Oversees all functions relating to the Room Assignment Process, Continuing Student Room Selection, New Student Room Selection, Consolidations, etc.
4. Develops and administers a variety of systems to maintain office files and records for rapid reference.
5. Practices customer service by explaining policy and procedural issues to students or other stakeholders.
6. Participates in the coordination of check-in and checkout of residents throughout the year.
7. Coordinates exception and contract cancellation processes and tracking of all related activity.
8. Arranges regular building audits with the Associate Director of Facility Operations.
9. Attends regular one-on-one meetings with the Senior Director of Student Housing and Residential Education.
10. Attends regular SHaRE department meetings and Central Office meetings.
11. Other duties as assigned.

Professional Relationships
1. Develops and maintains relationships with faculty, staff and administration at the University, with special attention paid to, but not limited to: Business and Finance, ITS, Admission, ROTC, CIPE, Living-Learning Communities, Athletics, One Card, Student Disability Services, International Scholar and Student Services, Student Accounts, and JEEP.
2. Serves on selected department and University committees.
3. Attends and as appropriate presents at student affairs related conferences, workshops and retreats in order to develop new skills and experience.

Accountability to University Vision, Mission, and Values
As part of the larger staff in Student Life, the Assistant Director for Housing Administration collaborates and cooperates across divisions and departments to create a supportive University community that encourages student learning and development in the Jesuit Catholic tradition and commits to:
• Promoting a common good that includes the needs of all students
• Engaging differences in a manner that allows students to learn from the diversity of perspectives, experiences and traditions that exist within the University community
• Providing experiences that challenge students to develop spiritually, intellectually, emotionally, physically, socially, culturally and morally in order to prepare them to contribute to the University community
• Drawing out the leadership qualities inherent in every individual, and to providing opportunities for students to apply knowledge and skills
• Creating an environment that supports a socially responsible way of being together in community
• Recognizing and celebrating the achievements and contributions of all students

Supervision Received
The Assistant Director for Housing Administration reports to and is directly supervised by the Senior Director for SHaRE. Verbal and email contact is expected on a regular and frequent basis. Written reports may be necessary as a follow-up to specific situations within the supervised communities. The periodic evaluation of the occupancy management strategy and personnel will occur with the Senior Director in consultation with other members of the SHaRE Leadership Team. Decisions involving policy, procedures, and personnel with regards to housing occupancy and systems management are at the discretion of the Assistant Director and should be communicated to, and made in consultation with, the Senior Director of SHaRE.

Minimum Requirements:

Bachelor’s degree required; three to five years of relevant experience. Masters degree in Higher Education, Business Administration, Data Analytics, or Information Systems strongly preferred. Evidence of the ability to provide excellent service and problem-solving skills. Strong oral and written communication skills. Ability to act independently, use independent judgment and multi-task in a busy and high traffic environment. Experience using the StarRez and CS Gold systems preferred. Evidence of ability to work within a cooperative and collaborative environment. Ability to work some weekend and evening hours.

Additional Knowledge, Skills, and Abilities:

For information on how to apply, please visit the following link:

EEO Policy
The University of San Francisco is an equal opportunity institution of higher education. As a matter of policy, the University does not discriminate in employment, educational services and academic programs on the basis of an individual’s race, color, religion, religious creed, ancestry, national origin, age (except minors), sex, gender identity, sexual orientation, marital status, medical condition (cancer-related and genetic-related) and disability, and the other bases prohibited by law. The University reasonably accommodates qualified individuals with disabilities under the law.





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Job No:
Posted: 6/11/2018
Application Due: 8/27/2018
Work Type: