Associate Director of Housing Administration - 2102309
Who We Are We, the Division of Student Affairs, are a student-focused organization that aims to empower student success and support personal development. We act daily to create, enhance, and sustain a culture of respect and inclusion in the workplace, focusing on equity and justice in its many forms, including racial, social, and environmental justice. We intentionally and relentlessly pursue excellence through introspection, vulnerability, empathy, compassion, learning, and courage. We value our internal and external partnerships as vital drivers of the ambitious goals we pursue. We celebrate and take pride in the following:
Named one of the "Most Promising Places to Work in Student Affairs" by Diverse Magazine.
Serving a highly diverse student body ( click here for more information).
Leading the way as the #1 ranked institution in the AAU and #3 of all colleges and universities nationally in fostering our students' social mobility.
Awarded multiple distinctions including philanthropic awards and research grants in experiential learning and career development, voter engagement, student engagement, health and wellness practices, and quality of residential life.
Required Qualifications (as evidenced by an attached resume): Master's degree (foreign equivalent or higher) in Business, Higher Education, Hospitality Management, or related field. Five (5) years of full time progressively responsible experience in college/university housing management. Professional staff supervision experience. Experience managing housing databases, applications, and assignments. Experience with data management through Google sheets, Excel, and/or registration/housing software systems.
Preferred Qualifications: Experience with Program Administration and/or Event Management. Experience in crisis/risk management. Experience participating in collaborative working groups (e.g. committees, project teams, task forces, focus groups). Experience training staff. Experience in developing housing portal processes in StarRez or similar software. Experience advancing diversity, equity, and inclusion efforts. Experience developing housing administration and/or conference housing agreements, policies, and business practices.
Brief Description of Duties: The Associate Director of Housing Administration will be responsible for the implementation of business practices related to housing agreements and applications, room assignments, and conference housing. Specifically, they will work with the Director of Housing Administration's vision to implement procedures, protocols and systems for the efficient and effective management of all room assignments for a 10,890 designed bed residential system generating annual revenues in excess of $100 million. The incumbent will partner with Campus Residences Information Technology staff to ensure the housing database (StarRez) and the student housing portal are maintained and accurate. They will provide direct supervision of two Assistant Directors of Housing Administration to implement the student application and assignments processes, occupancy procedures, database accuracy, and various other housing appeals and waitlists. The incumbent will develop and implement protocols and training for Campus Residences staff related to occupancy management and the opening and closing of the residence halls. The successful applicant will collaborate with the Residential Marketing and Communications staff with move-in, closing, and housing selection materials. The selected candidate will direct all student and conference housing occupancy activities such as opening, closing, conference practices, billing, and room condition tracking. They will be directly responsible for the conference housing budget. They will provide vision, direction, and leadership to Housing Administration staff, Residential Education Assistant Directors, Area Office Managers, and Residence Hall Directors. The selected individual will also develop summer student employee staffing structure, and provide indirect supervision to approximately 300 student staff members related to housing administration and conference housing protocols. The incumbent will liaise with Campus Residences Financial Services and Information Technology staff to ensure the success of all housing applications. This position reports to the Director of Housing Administration. The incumbent will assist the Director with detailed reports and data collection related to bed-space usage, demand projections, and application-related data. This position will serve in tandem with the Director to manage and support the needs of multiple campus partners and conference housing clients to provide a quality housing program that supports the needs of our students.
Academic Year Housing Administration:
Plan, oversee, and assess the annual renewal and assignment processes for more than 10,800 students including such processes as application, move in and move out, waiting list, appeals, etc.
Develop practices related to room swap and room change prior to and during occupancy.
Work in conjunction with the Director of Housing Administration to develop and operationalize the annual business cycle including routine best practice reviews.
Develop, implement, and manage the above processes in the housing portal in coordination with Campus Residences Information Systems Staff.
Interface and collaborate with campus partners from Undergraduate Admissions, Graduate School, Student Accessibility Support Center, Global Affairs, Athletics, Undergraduate Education, Student Financial Services, etc.
Establish and maintain procedures related to assignments, occupancy, and administrative services.
Manage routine auditing of the housing database to ensure occupancy and billing accuracy.
Serve as departmental liaison to US Census Bureau representative(s) for federally mandated data reporting.
Develop and evaluate policies related to housing administration within the Residence Hall Terms of Occupancy such as financial liability, termination fees, housing eligibility, and occupancy expectations.
Prepare and analyze statistical reports tracking occupancy. Utilize data to forecast future demand projections recruitment and assignment strategies to maximize space and revenue.
Manage undergraduate early access protocols, assignments, and billing.
Provide guidance on and manage consolidations and mass reassignments related to facility issues, radius policy, or occupancy demand changes.
Summer and Conference Housing Administration:
Oversee the permit and agreement process for Conference Housing groups. Collaborate as necessary with staff from the Office of the Vice President for Administration in the development and execution of Revocable Permits and MOUs articulating services and expectations for internal and external Conference Housing groups.
Maintain client relationships with summer groups.
Work with Campus Residences Financial Services to establish summer student and conference housing rates and practices to maximize revenue generation.
Provide vision and support to the Assistant Director of Housing Administration for space coordination, registration, billing, and recruitment of conference groups.
Establish summer housing practices related to billing, application timeline, eligibility, and room turnover from academic year.
Prepare and analyze statistical reports tracking occupancy and billings. Utilize data to forecast future demand.
Supervision and Management:
Provide direct supervision of two full-time Assistant Directors of Housing Administration.
Provide indirect supervision of full-time Housing Occupancy Coordinator, full-time Housing Office Coordinator, Housing Administration student staff, Residential Education Assistant Directors, Area Office Managers, and Residence Hall Directors for Housing Administration-related procedures.
Manage the housing database in coordination with the two Assistant Directors and Campus Residences Information Technology staff for room configurations, rate tables, assignment practices, and application data.
Ensure information provided by all area offices and central office is current and consistent to students and constituents.
Establish check-in, check-out, damage billing practices, documentation, and recordkeeping practices.
Train Campus Residences staff to ensure that they are knowledgeable about their responsibilities for Housing Administration processes.
Coordinate campus-wide move-in and move-out plans for residential students in collaboration with Residential Education, Safety & Support, and campus partners.
Assist Conference sponsors with navigating the permit process (revocable permits, liability and/or sexual molestation insurance policies, etc.) required to host a conference that utilizes residence hall spaces.
Work with the Director of Housing Administration and the Director of Safety and Support to ensure that NYS Safety Plans for Youth Academic/Cultural Enrichment Conferences and Sports Camps are in place and are being adhered to by sponsoring groups who utilize residence hall space as a component of their program.
Serve as a resource during crisis situations involving student and conference housing assignments.
Other duties or projects as assigned as appropriate to rank and departmental mission.
Special Notes: This is a full-time appointment. FLSA Exempt position, not eligible for the overtime provisions of the FLSA. Minimum salary threshold must be met to maintain FLSA exemption.
Essential Position: This has been designated as an essential position based on the duties of the job and the functions performed. Positions that are designated as such may be required to report to work/remain at work even if classes are cancelled, and the campus is working on limited operations in an emergency.
Resume/CV and cover letter should be included with the online application.
Stony Brook University is committed to excellence in diversity and the creation of an inclusive learning, and working environment. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, pregnancy, familial status, sexual orientation, gender identity or expression, age, disability, genetic information, veteran status and all other protected classes under federal or state laws.
If you need a disability-related accommodation, please call the university Office of Equity and Access (OEA) at (631) 632-6280 or visit OEA .
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Official Job Title: Director of College Housing
Job Field: Administrative & Professional (non-Clinical)
Primary Location: US-NY-Stony Brook
Department/Hiring Area: Campus Residences-Stony Brook University
FROM ITS BEGINNINGS A HALF-CENTURY AGO, STONY BROOK UNIVERSITY HAS BEEN CHARACTERIZED by innovation, energy and progress, transforming the lives of people who earn degrees, work and make groundbreaking discoveries here. A dramatic trajectory of growth has turned what was once a small teacher preparation college into an internationally recognized research institution that is changing the world.