Assistant Director-Conference, Graduate, and Specialty Housing

PAY GRADE: 30E

CONTEXT OF THE JOB:

Under the direction of the Director of Housing Operations, the Assistant Director for Conference, Graduate, and Specialty Housing (Assistant Director) manages all operations related to summer (conference and academic) housing and year-round graduate and specialty housing. The Assistant Director develops, implements, and monitors on-campus conference housing and graduate/specialty student applications and assignments process workflows and procedures. The Assistant Director develops and generates reports and analyzes data in support of the conference housing, ensures compliance with University, state, and federal policies and procedures, supports units who rely upon application processes to serve student and program participants, and monitors application activity. This position plays a vital role in the coordination of services amongst university stakeholders while serving to advance institutional reputation. Assists with the set-up of the StarRez conference module including room configurations, and space inventory changes and manages billing for functional responsibilities.

This position will be required to work during opening and closing time frames which typically occur on weekends and evenings. Additionally, there may be time frames when vacation time is restricted, specifically during the summer months.

MAJOR RESPONSIBILITIES:

Conference Services

• Manage and implement the use of the StarRez conference module to be a part of a comprehensive service provided to institutional and outside partners which is key to promoting the institution to potential students and potential business partners.
• Coordinate and manage daily functions, logistics, timelines, applications and required database management related to summer conference housing including brief stay, long term stay, summer housing, internship, and researchers.
• Design and manage RLH workflows around the conference operation including application creation, report development, assignment processes, and connected email communications for each process.
• Serve in an on-call capacity during conference season.
• Select, train, and supervise a Graduate Intern for Summer Conferences and student Summer Conference Assistants.
• Manage on-call staff rotation and scheduling of Summer Conference Assistants during periods of summer conference occupancy.
• Communicate regularly with clients and campus partners about occupancy needs guided by institutional and federal policies.
• Optimize opportunities for revenue generation in the halls and support the infrastructure for summer housing operations, including partnering with Conference Services when building client relationships, etc.
• Assess information received from students and parents and make appropriate referrals to other staff when outside scope of responsibility.
• Coordinate with Student Life Communications and Marketing team to update relevant website content and create/distribute necessary correspondence to students/parents.
• Update, monitor and run corresponding housing management system (StarRez) reports and lists and perform data analysis and verification needed to support these processes.
• Serve as the main point of contact for internal and external summer conference clients for all aspects of residential accommodations.
• Direct oversight of all residential components for conference clients including, but not limited to, housing placements, linen rentals, building access. Responsible for managing all group logistics for arrival to and departing from residential locations, including on-site and remote check-ins.
• Communicate with program coordinators regarding requests for summer conference housing locations, quantities of rooms, and timeline for preparing the spaces for occupancy.
• Assist in the development of information and publications describing RLH pertaining to residential facilities, residential services, and residential programs in both print and electronic media.
• Coordinate opportunities to highlight the university to external clients.
• Assist with opening and closing responsibilities.

Graduate/Specialty Housing

• Coordinate and manage daily functions, logistics, timelines, applications, and databases related to graduate/specialty housing including yearlong stays, monthly billing, and room change requests.
• Develop programs in coordination with the Graduate College, building RHCs, and student staff to support graduate student connections to campus.
• Develop and support specialty housing options based on new initiatives and institutional priorities.
• Connect graduate students to off-campus resources to ease the transition to off-campus housing.
• Provide support to the Division of Student Life Strategic Plan for graduate student success.
• Manage the graduate student and specialty housing contract and review request for release appeals.
• Coordinate with Student Life Communications and Marketing team to update relevant website content and create/distribute necessary correspondence to students/parents.
• Update, monitor and run corresponding housing management system (StarRez) reports and lists and perform data analysis and verification needed to support these processes.

Qualifications:

• Bachelor’s degree in hospitality management, higher education, marketing, communications or other related discipline and four years post graduate experience working with events management, conference services, housing and residence life, hospitality management, etc.
• Ability to work independently.
• Excellent interpersonal, verbal and written communication, and analytical skills.
• Excellent attention to detail with focus on service to students.
• Outstanding organizational skills.
• Flexible team player with focus on communication across departments.
• Ability to motivate, develop, direct and train assigned staff including coordinating and supervising work, fostering a cooperative work environment, and maintaining employee morale in a high stress setting
• Ability to handle multiple projects concurrently and exhibit strong organizational skills.
• Work in a higher education setting is preferred.
• Ability to work effectively with a wide range of constituencies in a diverse community and rapidly changing technical environment.
• Committed to fostering a workplace culture of belonging, where diversity is celebrated, and equity is a core value.
• Demonstrates an understanding and consideration of the differing needs and concerns of individuals with varying identities, cultures and backgrounds.

Preference given to candidates with:

• Master’s degree in hospitality management, higher education, marketing, communications or other related discipline
• Professional employment in higher education.
• Direct experience working in a residence hall environment.
• Direct experience with client cultivation and relationship management.
• Ability to interpret, adapt and apply guidelines and procedures.

Special Requirements:

• Ability to work nights and weekends.