Reporting to the Associate Director for Student Housing, the Assistant Director has responsibility for managing processes relating to all aspects of university housing including the apartment renewal process, freshmen and upperclassmen Room Selection Processes and Housing Waitlists. Primary responsibilities for student housing portal, contract management and revisions, generating statistical reports with focus on analysis of space usage and occupancy. Assist the Assoc. Director of Housing in managing all tasks related to residence housing, including but not limited to, writing correspondence, composing language used for guidebook, student portal and Housing web site, recording data in a computerized system and communicating with students, parents & departmental heads and representatives.
Essential Job Functions:
Support the Housing Office’s daily operations (front desk coverage, telephone coverage) assist the Associate Director of Housing with the supervision of student staff. Act on the behalf of the Associate Director in her absence consulting with the Director of Housing for clarification of policies.
Manage the incoming freshmen room assignment process: Act as department liaison with Admissions to secure all pertinent information and computer uploads relevant to the incoming freshman class, revise all publications and forms, and manage the housing piece of the incoming student new student portal.
Manage the incoming freshmen medical placement process.
Use StarRez software to monitor contract submission process and to match roommates and place new students in rooms.
Write assignment letters and direct the production and distribution process of FYS housing assignments.
Interact with students and parents, assess needs and determine appropriate assignment adjustments, manage the wait list to respond to incoming freshmen room preferences.
Ensure an accurate, up to date incoming freshman database and generate reports for upper management regarding the status of confirmations and space allocation for freshmen.
Serve as primary information source for current and prospective residents regarding housing options. Offer information regarding procedures and advise students with changing housing needs. Handle special situations as they arise.
Manage the senior graduating/vacating early processes, apartment renewal process, the Rogers Specialty Housing process, mid-year and summer room switch processes, as well as, assignment process for new and or returning students, vacates & relocates, RA academic year move in/move out and RA transition from academic year to summer housing.
Provide occupancy statistics and other reports as needed. Work closely with the Manager of Information Systems in generating statistical reports & analysis on space usage & occupancy used in decision-making by the department in regards to leasing additional space & other occupancy related issues.
Manage freshmen and upperclassmen room selection processes’ waitlists. Maintain consistent communications with students on waitlist regarding, changing needs, waitlist status, etc.
Responsible for initiating contact and follow up with non-registered student residents regarding housing ineligibility.
Work closely with the Dean of Student Life Office and Director or Residence Directors (RDs) from Residential Life in placing students with special housing needs/requirements.
Manage access to Dean of Student Life guest room and emergency temporary spaces.
Assist in the preparation of Housing Office publications, including writing, editing, taking photographs when needed. These publications include, but are not limited to, the Student Guidebook, Parent’s page web site, Policy and Procedures Handout, etc. Assist in the revisions and editing of student housing contracts.
Draft correspondence on behalf of the Associate Director of Housing, i.e. acknowledging tenant’s release from, or termination of, his/her housing contract, stipulating the specific conditions of release.
Correspond/interact with student residents regarding move out procedures & requirements.
Work closely with the RDs in Residential Life in the coordination of room switches during the academic year. Responsible for summer and mid-year room switch and assignment processes
Assists in managing upperclassmen housing assignments and contracts for students residing in university housing.
Actively participate in move-in and move-out processes. This includes staffing for both, being present to assist students and their families, and assisting with the coordination of first year student move in, returning student move in, and close down processes.
Organize the move in volunteers for returning student move in. Work with Administrative Coordinator for Community Living to ensure proper scheduling, staffing, and supplies for the process/volunteers.
Interact with students and parents, particularly prospective and incoming students and their parents, on the phone, through email, in person and at Admissions open houses; explain housing policy, procedures and processes for obtaining space in University housing; discuss and respond to special needs and requests; troubleshoot and respond to problems and complaints.
Participate in and support the planning, implementation, and evaluation of the freshmen assignment process and the upper class room selection process. Responsibilities include general planning, updating training and information session materials, and some marketing.
Lead information sessions regarding upper class room selection process, represent and explain the processes to students and parents, work with the Information Systems Manager on the set up of the computer systems that support the process and provide other general support as needed.
Select, train, supervise, evaluate and discipline the Student Housing Coordinator.
Work closely with Associate Director of Housing Facilities, Assistant Director of Housing Facilities, and the Custodial Services Manager in the coordination of room preparedness
Approve and ensure all room changes are forwarded to housing accounting for processing, so they can be forwarded to Student Accounts
Work closely with the Associate Director of Athletics on freshmen athlete roommate pairings and late stay athletes for those teams competing in the NCAA tournaments.
This position is accountable for the maintenance of the housing database.
Participate in annual health & safety checks of residence halls.
Develop three newsletters to be distributed to residential freshmen students with both entertaining and factual information to enhance their residential experience.
Scope of Responsibility:
Knows and understands the formal and informal departmental goals, standards, policies and procedures which may include some familiarity of other departments within the school/division. Demonstrates sensitivity to the interrelationship of both people and functions within the department.
One to three years’ experience in residence life/housing operations.
One to three years’ experience in housing assignment process.
Special Skills and Knowledge:
Courteous with strong customer service orientation, the ability to multi-task and work comfortably in a fast-paced, student centered/diverse environment.
Dependable with proficient attention to detail, strong communication and decision- making skills, must be flexible with the ability to adapt to change quickly. Able to exhibit maturity, professionalism and sound judgement.
Leadership, Team Builder, Communicates Effectively, Knowledge Worker, Decision Maker, Strategic Perspective, Leverages Resources (Coaches and Develops), Demonstrates Ethical Behavior, Maximizes Team Effectiveness, Supportive of Change
Able to demonstrate and support a philosophy of excellent customer service, and diversity & inclusion.
Experience using a computerized maintenance management system
Experience with StarRez preferred
Microsoft Office Suite, SQL database, in addition to other software packages and computer skills as needed.
Physical requirements for the job:
Ability to work in a fast-paced environment, standing for long periods of time and lifting of up to 50 lbs.
Johns Hopkins is America’s first research university, founded on the belief that teaching and research are interdependent, and that a modern university must do both well.
Today, we remain a world leader in both teaching and research, with more than 21,000 undergraduate and graduate students studying with esteemed faculty members across nine world-class academic divisions.