Director of Residential Facilities

Posting #: 4647

Department Description:
In the Catholic tradition, the Student Affairs Division strives to create an inclusive, educational environment which motivates and supports student learning and personal development, serves the University community, and inspires students to make a positive contribution to society. Our philosophy and approach is to collaboratively work with Academic Affairs and all areas of the University to create an integrated learning environment.

The Student Affairs Division is a dynamic, student centered and learning organization. We are poised to create a vibrant and active co-curricular learning experience for all students. Our emphasis on leadership development and social change allows us to work on developing future ethical leaders to serve in a complex, global and changing world. We are committed to fostering a sense of belonging and continuously building toward a just, welcoming and caring community for all.


University Description:
The University of San Diego, a contemporary and engaged Roman Catholic institution, was founded by the Diocese of San Diego and the Society of the Sacred Heart in 1949. Governed by an independent board of trustees since 1972, USD remains committed to a liberal arts education grounded in the Catholic intellectual tradition and the pursuit of truth, goodness and beauty. Inspired by this centuries old tradition of Catholic higher education, the University welcomes people of all faith traditions and any, or no, religious background. The future success of USD relies on the contributions of those who seek to foster the development of engaged global citizens and an earnest confrontation of humanitys urgent challenges.


Detailed Description:
The Director of Residential Facilities will work collaboratively and communicate extensively with Residential Life, Hospitality Service, Facilities Management, Public Safety, and Procurement plus outside vendors and contractors, in support of students' living-learning environment. This individual is responsible to envision, execute and sustain high-level, living and experiential standards for the campus residents and sustain high-quality, experiential, facility conditions across all Residential Life buildings. Work in close collaboration with Community Directors and with Facilities Management and University Design to maintain the quality, visual appearance, comfort, and functionality of residence hall building exterior/interiors and furnishings. Coordinate all deliveries from and installations by vendors of furniture, mattresses, appliances, and flooring and other supplies as needed. Conduct and maintain physical inventory of all equipment. Assist with coordination of renovation projects throughout year as needed. Maintain and organize Residential Life storage areas. The Director of Residential Facilities will respond to resident work requests regarding their furnishings, and respond to all concerns and problems in a manner that is consistent with the values and mission of USD. Will communicate regularly with students and parents regarding facility needs. Must be able to respond to unanticipated situations and shift priorities at a moment's notice in a fast paced environment. Periodically, this position may be asked to lead or contribute to either ad hoc or ongoing division/campus projects outside the scope of their day-to-day activities.
Duties and Responsibilities:

Administrative:

• Supervise, manage and direct the work of project workers delegating responsibilities as necessary. During summer months, the Director is responsible for supervising multiple crews assigned to accomplish different tasks in various residence halls on campus.
• Hire, train, and supervise support staff for moving and installing furnishings or other equipment. Adjust schedules and authorize overtime based upon the changing workload demands.
• Ensure review of general voice mails, emails, and mail throughout the day and distribute as appropriate.
• Consolidate and analyze customer survey responses.
• Effectively and timely communicate with supervisor on a weekly basis and provide current accurate status update and reports.
• Manage communication of information (both verbally and in writing) to a wide variety of people; manage difficult guest experiences promptly and professionally.
• Provide weekly/monthly facilities and operation maintenance and repair status report.
• Work closely with the housekeeping staff to sustain high standards guest satisfaction.
• Contribute to or lead additional division/campus projects outside of typical duties to help further accomplish student or organizational goals. Additional assignments may be seasonal, ad hoc or ongoing, depending on the project.

Customer Service:

• Establish and maintain positive working relationships with staff, administration, students and parents in Residential Life, Summer Camps & Conferences, Facilities Management, and Public Safety. Must demonstrate sensitivity when working with university personnel and academic residents, plus summer guests. Must respect the privacy and place highest priority on security while having regular contact with these constituencies.
• Respond to and prioritize daily work requests for furniture moving and other equipment, replacing, removing, or repairing.
• Must be able to clearly communicate information to a wide variety of people, as well as respond professionally to resolve issues for upset residents and their families who may exhibit frustration or concerns.
• Provide information to staff, administration, and students regarding services provided. Establish and communicate guidelines and timelines.
• Follow up with Facilities Management on important maintenance requests and track progress through satisfactory completion. This would include review of weekly 'all residential life-incomplete' maintenance and housekeeping requests.
• Display courteous manner to all residents and summer guests.

Building Maintenance:

• Assist Director and Community Directors with inspection of all residential areas, making weekly/monthly, documented checks of buildings and report needed maintenance (e.g. malfunctioning lights, dirty/stained carpet, doors that do not lock securely, cracked stairs, uneven walking surfaces, malfunctioning telephones, etc.) to Facilities Management or Telecommunications when appropriate. Routinely inspect assigned areas to insure all work is being completed properly in a timely manner.
• Coordinate with Project Management on projects that require action or expertise of Facilities Management.
• Coordinate with University Design the projects that involve interior/exterior design changes such as color, finish, texture, or functionality.
• Conduct and maintain physical inventory of furniture, mattresses, appliances, fabric, carpet, etc.
• Maintain organized inventory of furnishings and supplies in Residential Life storage areas.
• Assist with coordination of renovation and construction projects throughout year as needed.
• Assist with carpet installation schedule - contact installers (and residents when applicable) to confirm rooms to be carpeted for a specific time and day; oversee prior removal and subsequent reinstallation of furniture in designated areas.
• Approve schedules and identify workspace for furniture upholsterers and refinishers working on furniture that needs to be renewed.

Outside Vendors and Deliveries:

• Monitor dates of and plan for incoming deliveries, schedule delivery times, inspect and approve quality of merchandise received, review and confirm accuracy of invoices prior to payment, handle any necessary merchandise returns. Coordinate pick-up or delivery of furniture with staff, students and vendors.
• Receive all shipments, sign paperwork, and coordinate with Mail Center to receive smaller deliveries. Confirm quantities, details and day/time of arrival, arrange with Public Safety for reserved curbside parking when necessary for large truck/trailers deliveries, and schedule sufficient project workers for installations.
• Supervise and assist with the safe movement of large, heavy furnishings (e.g. refrigerators and sofas) as well as beds, mattresses, chests of drawers, desks, tables, and chairs up and down flights of stairs in some multi-story residence halls that do not have elevators.
• Work with Procurement and outside vendors to coordinate orders, deliveries and contracted work. Must be able to coordinate in-house schedules (both access and staff) with vendors' schedules. Must establish and maintain good working relationships with vendors.
• Oversee renovation and construction work being done by outside contractors to verify quality of work plus adherence to schedules.

Electronic Door Lock:

• Assist with initializing, updating, and programming of residence hall locks.
• Retrieve and download detailed lock data usage history using portable programmer.
• Troubleshoot and make repair/replacement recommendations on malfunctioning locks by being knowledgeable of what the various light codes signify.
• Maintain and monitor inventory of locks and supplies. Notify Office Manager when inventory is low and new orders should be submitted.

Special Conditions of Employment:

Effective June 1, 2023, based on CDC guidance, the University strongly encourages all campus members to stay up to date with Influenza and COVID-19 vaccination recommendations. For more regarding information USD's COVID-19 protocols, please visit sandiego.edu/onward.

Background check: Successful completion of a pre-employment background check.

Degree Verification Requirement: Persons offered employment in this position will be required to provide official education transcripts for degree verification purposes.


Job Requirements:
Minimum Qualifications:

• Bachelors degree plus 4-5 years of related experience required, including at least one year supervisory experience are recommended. In lieu of a degree, 10 or more years of relevant experience may substitute.
• Creative problem-solving skills.
• Must have good written and verbal communication skills.
• Must have the ability to set priorities for self and project workers, work with interruptions and minimal supervision, plus be able to respond quickly and effectively to urgent requests or emergencies.
• Must be able to lift heavy objects on a regular basis (up to 50 pounds)

Preferred Qualifications:

• 3 year of experience preferred in Facility Management and operation, experience, skills, and knowledge of facilities management, custodial services, maintenance, and/or conference services.
• Prefer experience and basic knowledge of plumbing, carpentry, and electrical trades.
• Ability to speak Spanish is preferred.

Performance Expectations: Knowledge, Skills and Abilities

• Ability to manage multiple tasks with changing priorities in busy customer service environment.
• Excellent communication skills, and possess skills of tact, poise, diplomacy, and hospitality with diverse population of residents and staff.
• Must place highest priority on the security of residents and their belongings.
• Must maintain confidentiality and respect privacy of residents.
• Excellent organizational and time management skills plus attention to detail.
• Should be resourceful and possess creative problem solving skills.
• Able to work under pressure in time-sensitive environment.
• Ability to recognize problem issues.
• Must be resourceful in finding appropriate solutions and use follow-through to ensure effective resolution.
• Attend weekly Residential Life staff meetings and other leadership meetings.
• Ability to learn and support University procedures.

Certificates, Licenses, Registrations:

• Must have a valid, unrestricted California drivers license and meet University insurability standards since Coordinators responsibilities require driving University vehicles on a daily basis.

Posting Salary:
$6,250 - $7,083.34 per month; Excellent Benefits

The University of San Diego offers a very competitive benefits package including; medical, dental, vision, a retirement contribution given to you by the University, and access to on-campus Fitness Centers. Please visit the benefits section of our website to view all of the perks and benefits that USD has to offer. USD: Human Resources: Benefits

The salary range provided in this posting reflects what we reasonably expect to pay for this position. Actual compensation offered or earned is dependent on experience, education and other factors including departmental budget.


Special Application Instructions:
Resume and Cover Letter Required

Click Apply Now to complete our online application. In addition, please upload a cover letter and resume to your application profile for the hiring managers review. If you have any questions or difficulties please contact the Employment Services Team at 619-260-6806, or email us at jobs@sandiego.edu


Additional Details:
Hours: 37.5 hours per week

Closing date: Open until filled

Note: External job postings will be up for at least five days. After that time, applications will be reviewed by the hiring manager/committee throughout the posting period. A candidate may be selected at any time which could then close this posting on a date earlier than listed.

The University of San Diego is an equal opportunity employer committed to diversity and inclusion and is especially interested in candidates who can contribute to the diversity and excellence of the campus community.

The University of San Diego is a smoking and tobacco-free campus. For more information, visit www.sandiego.edu/smokefree.


Advertised: September 28, 2023
Applications close: Open until filled

To apply, visit https://jobs.sandiego.edu/cw/en-us/job/496420/director-of-residential-facilities





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