Career Center

Operations Manager, Student Housing Services

Location: Santa Cruz
Job ID: 39657

JOB POSTING

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This position is located on the main UCSC campus and may be considered for partial remote work (subject to the terms of a telecommuting agreement). While telecommuting/remote working, the employee is responsible for ensuring a worksite environment suitable for accomplishing their job duties during scheduled hours of work and, if applicable, arranging for dependent care just as they would if they were working in person at a UCSC worksite.

 

NOTIFICATIONS

UC Vaccination Policy: With limited exceptions, COVID-19 vaccinations are required for Covered Individuals under the Policy. Covered Individuals include all employees, students, or trainees who physically access a University facility or program in connection with their employment, appointment, or education/training.

Covered Individuals do NOT include employees who work 100% remotely with NO expectation that they will physically access any University location or program at ANY time. If 100% remote work ends, the employee is subject to policy.

 

INITIAL REVIEW DATE (IRD)

UC Santa Cruz staff jobs are posted until filled. Application materials submitted by 11:59 pm on the IRD will be routed to the hiring unit for consideration. NOTE: Materials submitted after the IRD will be forwarded only at the request of the hiring unit. Submit your materials before the IRD to ensure consideration by the hiring unit.

The IRD for this job is: 08-03-2022

 

ABOUT UC SANTA CRUZ

UC Santa Cruz is a public university like no other in California, combining the experience of a small, liberal arts college with the depth and rigor of a major research university. It's known as an unconventional place where innovation and experimentation is part of the campus's DNA. That playful, bold spirit still thrives today, all on a campus renowned as among the most beautiful in the world.

 

DEPARTMENT OVERVIEW

Colleges, Housing and Educational Services (CHES) is a multi-funded organization within the Finance, Operations and Administration (FOA) division at the University of California (UC) Santa Cruz. CHES provides leadership in the areas of college student life and residential services, housing services, facilities, employee housing and capital planning, dining services, conference services, early education services, the Bay Tree Bookstore, ID card services, and business and financial analysis for these areas. Through these units, educational and developmental programs and services are offered to all members of the campus community including students, faculty, staff, children and external constituents. CHES provides on-campus housing and dining services to nearly 9,500 undergraduate and graduate students in ten residential colleges and six multi-college affiliated residential communities which support single students and students with families.

Within CHES, Student Housing Services is focused on providing a full range of housing services and resources that support the diverse needs of the campus community. The Operations Manager reports to the Associate Director for Student Housing Services and is responsible for oversight of day-to-day operations of two units within Student Housing Services: The Campus Housing Office and Community Rentals Office.

The Campus Housing Office manages the university housing application/contract process, and coordinates billing, payment plans and accounts receivables functions for university housing and dining charges.

The Community Rentals Office serves as the primary campus resource for new and continuing students seeking off-campus housing by providing a rental listing service and by educating students to be responsible tenants and members of the local community.

More information can be found here: housing.ucsc.edu

 

JOB SUMMARY

Under the general supervision of the Associate Director for Student Housing Services (AD), the Operations Manager is responsible for planning and managing a full range of operations and activities, managing workflows and monitoring progress to ensure production standards and deadlines are met. The Operations Manager is responsible for the direct supervision of represented career staff members. 

 

APPOINTMENT INFORMATION

Salary Information: $89,150 / Annually

No. of Positions: 1

Benefits Level Eligibility: Full benefits

Schedule Information:

• Full-time, Fixed
• Percentage of Time: 100%, 40 Hours per Week
• Days of the Week: Mon-Fri
• Shift Includes: Day

Employee Classification: This is a Career appointment

Job End Date: None

Work Location: UC Santa Cruz Main Campus

Union Representation: Non-Represented

Job Code Classification: 007375 (ADMIN SUPV 2)

Travel:  Never or Rarely

 

JOB DUTIES

45% - Management of Operations

• Lead, supervise, and manage a full range of operations and activities, set priorities and deadlines for completion of tasks, establish internal procedures and effective utilization of resources.
• Manage staff workflow and monitor progress on projects ensuring production standards and deadlines are met. 
• Develop, recommend, and implement policy and procedural changes to maximize productivity and improve the delivery of services.
• Create and implement strategic plans for meeting both short-term and long-range program goals and objectives.
• Ensure policies and procedures are appropriately and accurately followed according to institutional, federal, state, and local laws, and UC policies, regulations, and best practices.
• Develop and deliver customer service and systems-related training to staff.
• Using judgment, tact, and discretion, explain and enforce policies and procedures for routine and non-routine situations.
• Address escalated or unusual issues or concerns by analyzing information on a case-by-case basis, and use independent judgment to make decisions, recommend options, and/or make referrals.

15% - Personnel Management and Supervision

• Directly supervise represented career staff members. 
• Responsible for hiring, training, coaching, setting performance standards, appraising performance, and if necessary initiate corrective or disciplinary personnel actions.
• Develop methods to enhance morale, and motivate a team. 

15% - Accounts Receivable Oversight

• In collaboration with the Associate Director, oversee the accurate and timely billing, collection, and reconciliation of housing and meal plan revenue. 
• Develop and produce reports to support the efficient collection of housing and board fees. 
• Create guidelines and staff-training programs to effectively counsel students regarding their financial and contractual responsibilities with a goal of reducing collection problems, while providing a caring student service environment. 
• Prepare and analyze quarterly and annual reports of outstanding receivables to evaluate the effectiveness of established procedures.
• In consultation with the Associate Director, determine the need to initiate eviction proceedings and oversee actions and communications related to eviction cases.

10% - Marketing and Public Relations

• Coordinate with Marketing & Communication staff to develop, implement and evaluate strategic marketing and communication campaigns.
• Compose clear and grammatically correct written content for print and digital communications collateral, and periodically review and update. 
• Coordinate staffing and participation in outreach and informational campus events.
• Develop, and give presentations to campus and community groups that promote department services and resources. 
• Build and maintain effective relationships with campus units, outside (non-campus affiliated) companies and organizations.

5% - Systems Oversight

• Provide leadership and oversight for the use of a rental listing program. 
• Serve as primary contact and representative; respond to internal and external inquiries and emerging campus issues; and serve as a liaison to campus IT and/or external vendor(s).
• Identify and troubleshoot problems with the listing service and liaison with support staff to resolve reported issues and/or recommend modifications.

5% - Administrative and Fiscal Oversight

• Analyze a variety of information to assess effectiveness of programs, and to re-envision methods for delivery of services to maximize efficiency and achieve unit goals. Identify and make changes for better use of resources; streamline processes with staff.
• Conduct research and consult with colleagues at other university campuses on policies, procedures, and services. Identify and stay abreast of new best practices. Develop reports and recommendations based on findings.
• Maintain fiscal accounting and reconciliation of expenditures in accordance with University restrictions and guidelines. 
• Oversee sub-cashier functions. Coordinate all accounting, deposit collections, and record keeping systems in accordance with University rules and regulations.

5% - Other Duties

• Support the overall mission and goals of Student Housing Services.
• Represent Student Housing Services as a member of campus committees and task forces, as well as professional conferences and workshops.
• Conduct research and analysis or take on special projects or assignments as delegated by the Associate Director for SHS.
• Assume additional projects and responsibilities in response to emerging issues.

 

REQUIRED QUALIFICATIONS

• Bachelor's degree in related area and / or equivalent experience / training.
• Substantial experience in effectively managing an office operation, resources and staff. 
• Experience in producing workable ideas and concepts, with the ability to formulate creative solutions to new or evolving issues and situations.
• Excellent organizational and time management skills demonstrating the ability to work with a high degree of independence, initiative, and attention to detail while managing a variety of projects with frequent interruptions and shifting priorities. 
• Experience using a variety of computer systems and software, including extensive knowledge and use of word processing, spreadsheets, databases, e-mail, and calendar applications.
• Demonstrated interpersonal and active listening skills to interact and communicate clearly and effectively with a wide range of campus personnel and a diverse community including students, faculty, staff, local community members, and other clients while maintaining diplomacy.
• Excellent writing skills necessary for clear, concise correspondence. 
• Excellent oral communication skills sufficient to disseminate information in a clear and concise manner.
• Administrative and/or fiscal experience sufficient to reconcile ledgers, calculate and maintain statistical records.
• Demonstrated ability in providing leadership and directing a successful team.
• Ability to exercise sound judgment, and discretion in handling confidential and/or highly sensitive matters with tact, sensitivity and helpfulness. 
• Ability to organize and analyze information from computerized databases.
• The ability to make clear, informative and persuasive presentations to internal and external groups.

 

PREFERRED QUALIFICATIONS

• Knowledge of administrative policies, procedures, and practices in a higher education environment.
• Knowledge of California and local civil codes, tenant/landlord rental laws, and local and state regulations.

 

SPECIAL CONDITIONS OF EMPLOYMENT

• Selected candidate will be required to pass a pre-employment criminal history background check.
• Ability to work occasional evenings and weekends.
• Ability to move materials weighing up to 25 pounds with or without accommodation.
• Ability to satisfactorily complete required training classes and courses to keep abreast of tenant and landlord laws and local and state regulations.
• The University of California has implemented a COVID-19 Vaccination Policy covering all employees. To be compliant with the policy, covered employees must submit proof of vaccination or have an approved exception or deferral, eight (8) weeks from date of hire.
• Per the Child Abuse and Neglect Reporting Act (CANRA), this position has been identified as a Mandated Reporter. The selected candidate will be required to report known or suspected child abuse or neglect as defined by CANRA and will be required to sign a Statement Acknowledging Requirement to Report Child Abuse prior to commencing employment. CANRA Penal Codes, and related definitions, requirements, and responsibilities may be obtained here.

 

SAFETY STATEMENT

All UCSC employees must understand and follow job safety procedures, attend required health and safety training, proactively promote safety at work, and promptly report actual and potential accidents and injuries.

 

HOW TO APPLY

Attach your resume and cover letter when applying for this job opening. Do not attach any documents to 'My Activities'. Visit our How to Apply tutorial for detailed instructions on our applicant process.

 

EEO/AA

The University of California is an Equal Employment Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, or protected veteran status. UC Santa Cruz is committed to excellence through diversity and strives to establish a climate that welcomes, celebrates, and promotes respect for the contributions of all students and employees.



APPLICANTS ARE REQUIRED TO USE THE UCSC ON-LINE PROCESS
View full job description and access on-line application:
https://careerspub.universityofcalifornia.edu/psp/ucsc/EMPLOYEE/HRMS/c/HRS_HRAM.HRS_APP_SCHJOB.GBL?Page=HRS_APP_JBPST&Action=U&FOCUS=Applicant&SiteId=11&JobOpeningId=39657&PostingSeq=1

To ensure review of application materials by the hiring unit, they must be submitted on or before the initial review date (IRD) via the Staff Employment Opportunities web site; https://jobs.ucsc.edu. A computer is available at the UC Santa Cruz Staff Human Resources Office located at Scotts Valley Center. The Scotts Valley Center is located at 100 Enterprise Way, Suite E100, Scotts Valley, CA 95066. To learn more or to request disability accommodations, call 831-459-2009. Hearing impaired are encouraged to use the California Relay Service at 800-735-2922. UC Santa Cruz is an Equal Opportunity Employer.

The University of California is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, or protected veteran status. UC Santa Cruz is committed to excellence through diversity and strives to establish a climate that welcomes, celebrates, and promotes respect for the contributions of all students and employees.







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