Assistant Director of Housing Operations and Business Affairs
Seton Hall University
May 2, 2018
As a member of the central management team the Assistant Director for Housing Operations and Business Affairs works collaboratively to support the strategic goals and Catholic mission of the University. He/She is responsible for management of University housing occupancy including room inventory, assignments, meal plans, billing, and the accuracy of data between student housing files and the University student information system. He/She supervises the Housing Operations Coordinator. He/she serves as a liaison with Student Services IT Manager to ensure smooth operating of all systems affecting resident students. He/she works directly with Business Affairs for vendor & contract management, review and renewals. He/she constructs and manages the marketing plan for the department including updates to web and social media, creating and modifying multimedia publications. He/she works closely with a wide variety of campus partners such as Bursar, Financial Aid, Card Access and Facilities Engineering as well as students and family members directly as needed.
Duties and Responsibilities:
Technology and Data Base Management Supporting a. Serve as end-user system administrator for current housing software, training supervises as needed and ensuring system redundancy b. Serve as department’s lead database administrator and work with IT managers to ensure documentation of and compliance with semester procedures and daily data transmission to Banner interfaces. c. Create, analyze, and distribute reports as requested by VP, AVP and HRL staff members utilizing current housing software d. Work with representatives from the current housing software company to address software-related issues in SQL and Oracle database management and hosted environment. e. Compile and assess housing data and occupancy rates; manage and distribute housing reports f. Coordinate input/maintenance of housing assignments and oversee all housing fields/data in Banner
Supervision and Business Operations a. Supervise and evaluate a Housing Operations Coordinator b. Work with campus partners and vendors to ensure smooth opening and closing of each semester. c. Participates in Housing Vendor demonstrations. d. Manages off campus/offsite housing website in conjunction with vendor. e. Serve as appeals officer for student conduct hearings as needed. f. Manage and maintain relationships with contracted vendors. g. Reconcile billing for assignments, meal plans, resident fines, and summer conference housing. h. Collaborates to prepare preliminary budgets with the Director. i. Provide payment for department wide vendor bills. j. Coordinating recruitment for Summer Conference Programs, drafting contracts, managing groups, assessment of programs. k. Document and manage room and technological inventories. l. Train Residential Life professional and student staff on housing policies and procedures.
Marketing, Publications and Web Development a. Serve as initial contact and lead departmental communications for all housing related inquiries. b. Develop and maintain Housing and Residence Life's marketing, communications, and operational assessment plans in close collaboration with the Director of Housing and Residence Life. c. Lead departmental communications with prospective and incoming students and families to foster a sense of welcoming and connection. d. Develop, manage, and assess department marketing plan and serve as lead project manager for creation of multimedia marketing materials relevant to Business Operations and department marketing outreach. e. Manage and maintain customer service standards via department, oversee management of department email SHUHousing@shu.edu, Tawk.to web chat application on HRL website and blog and supply materials for training of front office support staff. f. Review, assess, and update of housing application & room reservation process annually. g. Update Department brochures, services, forms, both online and paper versions. h. Manage Commonspot website, HRL blog, and department social media sites.
Participation in departmental wide initiatives such as policy development, goal implementation and strategic planning, including leadership of a departmental task team annually a. Review and implement changes related to business operations processes and policies. b. Serve as department point of contact for annual Red Flags Review and internal audit process. c. Development of the Business Operations annual calendar. d. Serve on Central duty rotation & regularly respond to critical inquiries from administration. e. Other duties as assigned.
Housing Operations a. Design, implement, and assess all housing related processes, policies, and procedures with an emphasis on continuous improvement, an educational approach and strong customer service. b. Coordinate housing assignments, roommate matches, move processes, and key distribution/inventory. c. Manages and coordinates the financial/fiscal operations of the organization, to include the development and administration of operating budgets and expenditures, capital projects budgets, billing and receiving charges for student accounts, and the establishment and management of financial control systems.
Assessment a. Work with the Director of Housing and Residence Life to coordinate all assessment efforts within University Housing. b. Work collaboratively with the Director of Assessment and Director of Housing and Residence Life for the Division of Student Affairs ensuring University Housing initiatives are properly aligned with divisional and university goals. c. Create a yearly outline and timeline of planned projects. d. Develop reports and presentations as requested by University Housing leadership. e. Utilize assessment data to inform planning and decision making. f. Remain current in assessment techniques and best practices through on-going professional development.
Masters degree and 1-5 years of professional housing and residence life experience.
Knowledge and experience in working with eRezLife, Banner, Adirondack (The Housing Director)
General office environment
Administrative - AD150
Internal Number: 493406
About Seton Hall University
Seton Hall University is a major Catholic university. In a diverse and collaborative environment it focuses on academic and ethical development. Seton Hall students are prepared to be leaders in their professional and community lives in a global society and are challenged by outstanding faculty, an evolving technologically advanced setting and values-centered curricula.