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Assistant Director, Residential Administration

University of San Diego
San Diego

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Employment Type
Full Time
Institution Type
Four-Year Institution
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Job Details

Posting #: 4144
Position Status: Full-time regular
Location: San Diego
Position Type: Administrator, Residential Life

Position Title & Department:

Assistant Director, Residential Administration; Student Affairs Residential FacilitiesPosting #


Department Description:

In partnership with other university departments, we continually enhance our facilities, services and programs in order to provide a safe, inclusive living community and to create learning opportunities that support the holistic growth of each resident.

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:

This recruitment is “Department Only”. Only non-temporary regular benefit-based employees currently working for this department are eligible to apply and be considered for this position.

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.

Implementation and support for the billing of $30M 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

Special Conditions of Employment:

The University of San Diego is requiring all employees to follow our Covid-19 vaccine requirement process.

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.

Job Requirements:

Minimum Qualifications

  • Bachelor’s degree required.
  • Two years of work within Residential Education providing student support and conflict management required.
  • Two years of progressively responsible office experience including minimum of one year working with billing and/or data base software programs.
  • 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)
  • Ability to maintain highest level of confidentiality and to exercise independent judgment
  • Ability to appreciate and actively support the mission and goals of the University

Preferred Qualifications

  • Master’s degree preferred.
  • Experience with StarRez and Banner preferred
  • Knowledge and understanding of accounting/bookkeeping principles and functions; familiarity with POETS coding, Oracle and/or Noetix software preferred

Performance Expectations: Knowledge, Skills and Abilities

  • Ability to manage multiple tasks with distractions in busy customer service environment
  • 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
  • Excellent organizational and time management skills plus attention to detail
  • Demonstrated written and oral communication skills
  • 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
  • Be resourceful and possess problem-solving skills
  • 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
  • Knowledge of and ability to maintain the highest level of confidentiality regarding student information per the FERPA/the Buckley Amendment
  • Excellent skills in the use of tools and equipment listed below
Posting Salary:

Commensurate with experience; Excellent Benefits

The University of San Diego offers a very competitive benefits package including; medical, dental, vision, a retirement contribution given to you by the University, 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:Resume Required Click 'Apply Now' to complete our online application and, for full consideration, please upload a 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 [email protected] Additional Details:

Hours: 40 hours per week

Closing date: May 11, 2022

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

Advertised: May 09, 2022 Pacific Daylight Time
Applications close: May 15, 2022 Pacific Daylight Time


The University of San Diego is a Roman Catholic institution committed to advancing academic excellence, expanding liberal and professional knowledge, creating a diverse and inclusive community, and preparing leaders dedicated to ethical conduct and compassionate service.

Located on 180 acres overlooking the city of San Diego, Mission Bay and the Pacific Ocean, the campus is a community treasure, with Spanish Renaissance-inspired buildings and breathtakingly beautiful landscapes.

Chartered in 1949, the university enrolls more than 7,000 students and is known for its commitment to teaching, the liberal arts, the formation of values and community service. In less than 60 years, the University of San Diego has grown from a local college with 50 students and a handful of professors to a nationally ranked university. This achievement is the direct result of a single, unwavering expectation: academic excellence.

USD offers more than 60 bachelor's, master's and doctoral degrees. The university adds depth to education by inspiring students to grow spiritually, morally and socially. The breadth of programs and depth of facilities means that students can easily find a course of study that ignites their intellectual fire. In the classroom, coursework across disciplines encourages students to develop their critical thinking skills.

Small class size means the instructors know their students and can stimulate curious minds with anything from participation in a research project to an after-class discussion on topic. Instructors welcome the free exchange of complex ideas in an environment of tolerance and civility. In this environment, students begin a lifelong habit of appreciating and cultivating their individual gifts.

To complement this instruction, the university's Honors program provides a challenging curriculum for USD's uniquely motivated students. The university also holds memberships in several honor societies, including Phi Beta Kappa.

While intellectual growth is key, USD adds depth to the education experience by inspiring students to grow spiritually, morally and socially. An active faith community invites widespread student participation. In the classroom, study is accompanied by an examination of ethics and values University of San Diego students inquire freely and challenge ideas, exercise moral, spiritual and social judgment, serve others, and contemplate social justice in their lives and in their chosen fields. These students are truly educated. These students achieve excellence.

Students, faculty and staff are active members of the community, volunteering time and expertise, fostering friendships, and working to preserve the region’s unique character. With a population of more than 7,500 students and approximately 2,000 employees, the university impacts the life of the area economically, politically and socially. In turn, the university welcomes the community to participate in campus life, through classes, special events, sports, forums and tours.

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