Assistant Director for Residential Facilities and Housing Operations

PAY GRADE: 30E

CONTEXT OF THE JOB:

Residence Life & Housing (RLH) plays a key role in furthering the strong residential character of the University of Delaware. RLH focuses on the campus residential as it relates to the student experience and belonging and ensures that programs and operations align with and support Divisional and institutional missions. The residential operation at UD is comprised of over 40 residence halls housing 7,000 students generating over $60 million in annual transactions and welcomes hundreds of visitors during the summer.

Under the limited direction of the Director of Housing Operations, the Assistant Director for Residential Facilities and Housing Operations prioritizes and coordinates a variety of facility maintenance needs and partners with teams from the Facilities, Real Estate, and Auxiliary Services (FREAS) for project execution and completion. Residence Life & Housing facilities include more than 40 residential and community buildings housing over 7000 students. Projects include scheduled maintenance, deferred maintenance, addressing emergency facility failures and small projects based upon ongoing assessment of needs aligned with department and institutional occupancy and educational goals.

The Assistant Director serves as the primary point of accountability for the coordination of relocation of students due to facility emergencies and planned maintenance projects and being the point of contact for students, department staff, and campus partners for planning which provides the least amount of disruption to our on-campus students and residence hall communities. The Assistant Director is responsible for developing, recording, and enacting processes for relocation which has a direct impact on public relations, University of Delaware reputation, and overall client satisfaction. The Assistant Director will serve as a member of the Student Life Facilities Team and maintain a dotted reported line to the Director, Student Life Facilities and Planning.

Residence Life & Housing maintains a 7 days per week, 24 hours per day operation. The incumbent will work non-traditional and weekend hours during key periods of the year. This position will be required to work during opening and closing time frames which typically occur on weekends or during crisis situations. Additionally, there may be time frames when vacation time is restricted.

MAJOR RESPONSIBILITIES:
Ongoing Maintenance and Yearly Projects

• Assess building interior conditions and make recommendations for approved annual budget expenditures for furnishings, flooring, and painting.
• Develop and maintain records of major and minor maintenance which impact future project decisions.
• Develop processes and provide training to all levels of staff for managing facility emergency issues resulting in displacement of students including actions, budget use, student/parent response, and FREAS follow up.
• Advocate for the improvement of student spaces including evaluation of need, scope of projects, planning with FREAS and coordination with PPD project managers.
• Coordinates with other departments who may need to do work in our residence hall spaces including Network Systems and Services, and Media Services based on occupancy management .
• Tracks with FREAS Maintenance and Operations on scheduled projects including but not limited to window cleaning and air filter replacements.
• Works with university space management team on updated CAD and other building and floor diagrams for all residence hall buildings for sharing on the Residence Life & Housing website and within the StarRez portal.
• Coordinates with University Media Services the selection, procurement, tracking, and installation of furniture and audio/visual technology in residence hall common spaces and offices.
• Coordination of the design, procurement, tracking and installation of interior and exterior signage including temporary signage needs during large event times including opening and closing.
• Assess and propose improvements for in-hall staff apartments and manage ongoing processes in these spaces including fire extinguisher inspection, move-out inspections, and key/card access for staff.
• Works with the University Fire Marshall and other Environmental Health and Safety team members on safety of residence halls. Coordinates fire safety drills each semester. Provides follow up actions to students and in-hall team members on violations of the fire safety codes.
• Chair the Vandalism Task Force and coordinate with Custodial Services and various Facilities shops to respond to excessive housekeeping and vandalism issues in residence halls and guide damage billing and community response efforts.
• Serve as the space manager and records custodian for residence hall spaces and features, including all current and potential disability accommodation options. Follow up on work orders submitted for accommodation changes. Update building website information to reflect building features.
• Respond effectively to student/family concerns and complaints regarding residence hall features and repairs. Connect with appropriate UD
• Facilities managers to resolve concerns.

Facility Relocation Needs:

• Coordinate and execute Emergency Relocation protocol for students needing temporary housing due to unsafe facility conditions.
• Develops and implements the primary tracking tool of project timeline for emergency relocations including detailed information which is viewed by multiple staff members.
• Serve as the primary point of contact for Residence Life & Housing and residence hall students to resolve facility emergencies such as major equipment failure, floods, etc. Coordinate staff response to immediate student needs. Facilitate student relocation to available on-campus space or hotel opportunities when necessary. Serves as on-site responder and coordinator of communications with the various contractor and trades to remedy repairs. Directly engages with students/families on relocation concerns.
• Serve as case manager for students impacted by facility issues to understand student impact and propose resource support and referrals for individual needs including dining and parking. Coordinate with partner offices to provide services for students disrupted by facility failures. Liaise with the Office of the Dean of Students on cases posing significant disruption to students’ experiences.
• Develop safe and effective means for off-campus/hotel relocations for students experiencing facility emergencies and temporary closures. Reporting to UDPD for off-campus relocations.
• Hire and train a team of student staff to provide moving services for students changing room assignments and during relocations. Maintain an inventory of moving supplies for emergency relocation needs.
• Utilize StarRez occupancy management system to evaluate space opportunities for relocation and to review student information necessary to the relocation process. Oversee key and access management for emergency relocation spaces.
• Responsible for managing multiple projects and priorities.
• Perform miscellaneous job-related duties as assigned.

Housing Operations:

• Oversee and coordinate business continuity plans and annual risk assessment reporting to the Office of Risk Management. Liaison with Director of Risk Management on institutional responses for student damage claims caused by facility malfunctions or Environmental Health and Safety concerns.
• Provide direction for hall opening and closing, and break housing; supervise administrative assistants with corresponding responsibilities. Lead UDPD, Facilities, Grounds, Parking, Project Planning & Delivery, and other multiple institutional units in a coordinated residence hall early check-in, late stay, opening and closing efforts.
• Oversee the self-governing UD owned Greek Housing program. Liaise with Fraternity and Sorority Leadership and Learning staff advisors and UD Facilities personnel to provide support and resources to student leaders and residents.
• Coordinate all aspects of summer housing for programs which involve research and other non-summer school use.
• Manage housing arrangements for all live-in professionals including space upgrades, pet policy, deposits, and partner/family use needs.

QUALIFICATIONS:

• Bachelor’s degree in engineering, construction management, management or other related discipline and three years post graduate experience working with facility operations.
• Ability to work independently.
• Excellent interpersonal, verbal and written communication, and analytical skills.
• Excellent attention to detail with focus on service to students.
• Flexible team player with focus on communication across departments.
• Ability to handle multiple projects concurrently and exhibit strong organizational skills.
• Work in a higher education setting is preferred.
• Working knowledge of Windows, Microsoft Project, Microsoft Office (Word and Excel), and AutoCAD is preferred.
• Demonstrates an understanding and consideration of the differing needs and concerns of individuals with varying identities, cultures and backgrounds.
• Committed to fostering a workplace culture of belonging, where diversity is celebrated, and equity is a core value.