Associate Director of Operations and Outreach
University Corporation at Monterey Bay
Salary: $82,000.00 - $95,000.00 Annually
Job Number: 2023-00039
Location: CSUMB Main Campus- Seaside, CA
Department: Student Housing Residential Life (SHRL)
Description
Open Until Filled.
We're seeking a dedicated professional for our
Associate
Director of Operations and Outreach role. This full-time,
benefited position offers perks and benefits beyond our standard
compensation package:
Competitive Salary: Earn market-competitive
annual salary of $82,000 - $95,000.
Subsidized Housing: Employee rental homes are
affordably priced. Monthly rent rates include cable television,
garbage service, and sewer.
Health Insurance: We prioritize your
well-being with our comprehensive health insurance program.
Retirement Plan: Secure your future with our
403(b) Retirement Plan. We offer an exceptional 10% employer
contribution with 100% immediate vesting.
The University Corporation at Monterey Bay is a non-profit
institution that is related and affiliated with the California
State University, Monterey Bay. The University Corporation at
Monterey Bay is a nonprofit 501(c)(3) public benefits corporation
that is a recognized auxiliary organization of California State
University and was established in July 1994. The University
Corporation's mission is to further the educational purposes of the
University. The University Corporation at Monterey Bay is an equal
opportunity employer and is committed to building a pluralistic
university by hiring personnel with competencies and experience
related to the regional and State Population. The University
Corporation at Monterey is committed to a standard of excellence in
the services it provides and in the quality of work expected of its
employees.
POSITION SUMMARY
The Associate Director for Operations and Outreach (ADOO) reports
to the Director of Student Housing and Residential Life. The ADOO
is responsible for the management and leadership of the daily
operations in Student Housing and Residential Life, including
occupancy management, front desk services, communication and
marketing, and oversight and enforcement of the housing and meal
plan licenses and related policies, and billing. This position is a
member of the department's leadership team and is specifically
responsible for providing administrative operations management in
support of the Mission of Student Housing and Residential Life,
Student Life, the Corporation, and California State University,
Monterey Bay, and its diverse student community. Currently, CSUMB's
residential communities house more than 50% of the student body and
have a capacity of over 3600 beds.
Examples of Duties
ESSENTIAL DUTIES AND RESPONSIBILITIES include. but are not
limited to. the following:
Leadership and Supervision:
Serves on the department leadership team and assists in the
development of Student Housing and Residential Life goals,
objectives, and outcomes, and strategic planning.
Assists the Director of Student Housing and Residential Life in
the overall administration of the operations of the
department.
Responds to student inquiries and complaints in a
conscientious, appropriate, and timely manner. Meets with students,
investigates issues, provides written follow-up to student
concerns/complaints. Resolves severe or sensitive student or
parental concerns and makes a report of resolution to the Director
of Student Housing and Residential Life and other stakeholders as
directed by the Director of SHRL.
Makes significant efforts to recruit and retain student and
professional staff reflective of the diversity of the student body,
in coordination with the Assistant Director of Organizational
Development.
In conjunction with the Associate Director of Residence Life
and the Associate Director of Facilities and Planning, serves as
back-up in the absence of the Director of SHRL in overseeing the
day-to-day operations of the department.
Assists with all departmental functions including but not
limited to new student Orientation, Move-In, Move-Out, Open House,
Admitted Otter Day, Convocation, Commencement and other functions
as requested.
Ensures that operation staff members (individuals and team)
develop and build skills necessary to accomplish goals of the
position as well as the priorities of the department, including
performance evaluation, in coordination with the Assistant Director
of Organizational Development.
Chairs the student housing appeals committee and reports
aggregate data to inform operational improvements to student
housing.
Provides role modeling and leadership for staff to work toward
establishing a genuine respect for cultural and other personal
differences.
Responsible for leadership and supervision of operations team
comprised of full-time professional and paraprofessional staff
Serve as an ethical steward to institutional resources.
Identify ways to best utilize departmental resources to meet the
goals and objectives of SHRL and support the goals and vision of
CSUMB and the Corporation.
Meets regularly with Operations staff.
Meets regularly with the Greystar management team. Represents
SHRL with Greystar in absence of Director.
Serves in the Administrator On Call (AOC) rotation for Student
Housing and Residential Life.
Occupancy Management:
Leads development and implementation of occupancy management
and assignments policies and processes, including those to support
license management and enforcement, such as license cancellation,
Live On Requirement exemptions, early arrivals and late stays, Rate
Lock, unlawful detainer, etc.
Responsible for preparing and maintaining operations timelines,
such as reservations, assignments, communications, and move in and
move out.
Oversees preparation of monthly, semester, and annual reports,
including demographic and occupancy statistics for CSUMB,
Corporation management, and CSU.
Develops and coordinates the semester room transfer process,
winter break and summer school assignments, and the annual housing
selection process, and waiting list processes.
Ensures rosters and occupancy reports are updated reflecting
room assignment changes and provides reports on a monthly basis or
as needed to the Director and appropriate departments.
Responsible for annual review and updates to License
Agreements.
Actively assists with the configuration and on-going engagement
with the student database management system to support operations
and to ensure proper assessment of rent and associated accounting
within the system, in collaboration with software systems
administrators.
Coordinates with the Student Disability and Accessibility
Center to provide housing support services for eligible
students.
Coordinates yearly suite/room configuration planning, maintains
configuration rosters and floor plans to maximize occupancy.
Coordinates with the Facilities Coordinators to minimize the
impact of emergency and planned maintenance and facilities work on
residents. Reviews and approves communications as needed.
Housing Operations and Summer Conferences:
Provides leadership and oversight to front desk services,
including email and phone customer services; recurring check-in and
checkout processes, including annual Move In events, including but
not limited to early arrivals, late stays, failed departures,
etc.
Oversees housing removal processes, including unlawful detainer
practice when necessary.
In conjunction with the Coordinator of Housing Operations,
develops, maintains and ensures a quality customer service
experience for both the Main Campus and East Campus offices.
Provide oversight for annual housing summer conference program
and operations, including collaboration with University Activities,
Conferences, and Events (UACE), organization of conference group
agreements, assignments; and check-in/out processes and
timelines.
Responsible for summer housing support including agreements,
coordination, marketing and business development.
Oversees residential package collection and distribution
processes.
Periodic review of operational metrics to implement
improvements to the Housing operating condition.
Marketing and Outreach:
Leads department oversight of student communications policies
for both Main Campus and East Campus.
In collaboration with University Enrollment Management
personnel, develop an annual comprehensive housing marketing
plan.
Lead the development of marketing strategy and campaigns to
position the student housing program to contribute to CSUMB goals,
yield high occupancy, and create meaningful student
experiences.
Coordinates the development and scheduling of resident
communications (email, phone, SMS) related to assignments and
operational processes (assignments emails, reservations
notifications, billing, Rate Lock, etc.).
Serves as a designated approver of mass resident
communications.
Oversees engagement of students, parents, and University
partners via numerous mediums to share the
SHRL story through data, and leading student-facing
communications for student housing.
Works closely with the Coordinators of Housing Operations and
Occupancy Management, as well as other SHRL leadership, to actively
promote the on-campus living experience and manage current resident
communication processes and content.
Assists in organizing Student Housing and Residential Life
presence at special recruitment events such as Open House, Admitted
Otter Day, and Orientation.
OTHER FUNCTIONS
Serves actively on departmental and other University
committees/task forces as assigned.
Identifies issues of area or departmental concern and takes
initiative to resolve or report them and assist in the
identification of potential solutions.
Promotes and maintains an atmosphere of excellent internal and
external customer service within the Student Housing and
Residential Life program.
Attend workshops, conferences, campus events, etc.
Performs other duties as assigned.
PHYSICAL WORK ENVIRONMENT
The physical demands described here are representative of those
that must be met by an employee to successfully perform the
essential functions of this job. Reasonable accommodations may be
made to enable individuals with disabilities to perform the
essential functions.
Primary functions require sufficient physical ability and mobility
to work in an office setting; to stand or sit for prolonged periods
of time; to occasionally stoop, bend, kneel, crouch, reach, and
twist; to lift, carry, push, and/or pull light to moderate amounts
of weight; to operate office equipment requiring repetitive hand
movement and fine coordination including use of a computer
keyboard; to verbally communicate to exchange information, and to
occasionally travel to other offices or locations to attend
meetings or to pick up or deliver materials.
WORK LOCATION
On-Site Position
Work Location: CSUMB Main Campus, Building 12
KNOWLEDGE, SKILLS, AND ABILITIES
Working knowledge of the practices, procedures, management and
activities of a program supporting students living on campus
including financial, occupancy management, meal plans, and
residential life; general knowledge of the methods and problems of
organizational and program management; general knowledge of
research/interview techniques and principles of individual and
group behavior. Ability to interpret and apply program rules and
regulations; ability to initiate and use resourcefulness in
planning work assignments and in implementing long-range program
improvements; ability to obtain factual and interpretive
information; ability to reason logically; aptitude for numbers,
quantitative analysis and data management, and make written or
verbal presentations; ability to advise students individually and
in groups on routine matters and complex matters; ability to
establish and maintain cooperative working relationships with
faculty, CSU administrators, University Corporation, student
organizations, and others in committee work. Must possess excellent
written and oral communication skills. Must have the ability to
sensibly manage emergencies and respond diplomatically and
effectively to complaints. Ability to analyze complex situations
accurately and adopt effective courses of action; ability to
determine appropriate courses of action and proper
techniques to utilize while engaged with individuals in personal
interactions of an argumentative or sensitive nature; ability to
interpret and evaluate descriptions and explanations of problems
brought forward by individuals or students organizations; analyze
and define the problem, draw valid conclusions and project
consequences of various alternative courses of action. Ability to
carry out a variety of professionally complex assignments without
detailed instructions. Demonstrated technical proficiency. Ability
and skill to supervise the work of multiple direct reports and
effectively recommend personnel actions; strong problem solving and
conflict resolution skills; train and evaluate the productivity and
performance of employees; and analyze situations and take
corrective action.
Qualifications
MINIMUM QUALIFICATIONS
Education and Experience:
Bachelor's degree in Business Administration, Operations
Management, Student Affairs or related field
AND
Four years of progressively responsible experience managing and
coordinating residential programs.
Working knowledge of the practice, procedures, management and
activities of a Housing and Residential Life program preferably in
Higher Education.
Advanced degree may be substituted for up to two years of the
required experience.
DESIRABLE QUALIFICATIONS
Demonstrated understanding of and commitment to the CSUMB
Vision Statement and the core values of mutual respect,
collaboration and service orientation, multiculturalism and
diversity, community service and institutional excellence.
Master's Degree in Operations Management, Student Affairs or
related discipline desirable. Multiple years of experience working
in an operational setting for university housing with functions
such as occupancy management, conferences, and/or marketing and
communications. Experience working with StarRez to manage housing
selection and room assignments, billing, and/or administer system
and portal changes for user experience. Working knowledge of CBORD,
PeopleSoft, and experience working in an educational environment is
highly desirable. Experience supervising and scheduling office
workflow. Demonstrated understanding of and commitment to the CSUMB
Vision Statement and the core values of mutual respect,
collaboration and service orientation, multiculturalism and
diversity, community service and institutional excellence.
Experience working with a diverse and multicultural population and
performing community services; demonstrated technical literacy in
reporting and data analysis.
Special Conditions of Employment
The person holding this position is considered a “mandated
reporter” under the California Child Abuse and Neglect Reporting
Act and is required to comply with the requirements set forth in
CSU Executive Order 1083 as a condition of employment.
A background check (including a criminal records check) must be
completed satisfactorily before any candidate can be offered a
position with the University Corporation. Failure to satisfactorily
complete the background check may affect the application status of
applicants or the continued employment of current University
Corporation employees who apply for the position.
This position will have a duty to report to the Campus Title IX
Officer information pertaining to victims of sex discrimination,
sexual harassment, sexual misconduct, dating/domestic violence, and
stalking as required by CSU Executive Order 1095.
The University Corporation at Monterey Bay is an Affirmative
Action/Equal Opportunity Employer. We consider qualified applicants
for employment without regard to race, religion, color, national
origin, ancestry, age, sex, gender, gender identity, gender
expression, sexual orientation, genetic information, medical
condition, disability, marital status, or protected veteran status.
This position is required to maintain confidentiality as outlined
in the Department of Education's Family Educational Rights and
Privacy Act (FERPA) and California's Educational Code Chapter 13
regarding sensitive student issues. Our Equal Opportunity Policy
Statement is available
here.
Please note: University Corporation employment is separate
and distinct from CSU Monterey Bay or State of California
employment. University Corporation employees are not employees of
either CSUMB or of the state of California.
All employees must be eligible for employment in the U.S. The
University Corporation is not a sponsoring agency for any
positions.
University Corporation at Monterey Bay positions are “at-will”
employment.
CSUMB is a smoke and tobacco-free campus.
The campus leadership has committed the resources needed to achieve
an engaged, safe, and in-person experience. The health and safety
of our community remain our highest priority, and we are confident
that existing public health measures provide for a safe environment
capable of delivering a complete college experience on the CSUMB
campus. Being an Otter means caring for each other and doing your
part to protect your community.
In compliance with state and federal crime awareness and campus
security legislation, including The Jeanne Clery Disclosure of
Campus Security Policy and Crime Statistics Act, California
Education Code section 67380, and the Higher Education Opportunity
Act (HEOA), the Cal State University, Monterey Bay Annual Security
and Fire Safety Report is available at
https://csumb.edu/clery.
Sensitive Positions - This position has been designated as a
sensitive position with:
responsibility for the care, safety and security of people
(including children and minors), animals and CSU property
authority to commit financial resources of the university
through contracts greater than $10,000 access to, or control over,
cash, checks, credit cards, and/or credit card account information
responsibility or access/possession of building master or
sub-master keys for building access; access to controlled or
hazardous substances
access to and responsibility for detailed personally
identifiable Level 1 confidential information about students,
faculty, staff or alumni that is protected, personal or sensitive
as defined in the CSU Information Security Data Classification
Standards
control over campus business processes, either through
functional roles or system security access
FERPA:
This position is required to comply with confidentiality
requirements outlined in the Department of Education's Family
Educational Rights and Privacy and California's Educational Code
Chapter 13 regarding sensitive student issues.
Clery Act:
This position is designated as a Campus Security Authority
(CSA). The position is required to participate in training at the
direction of the Clery Director and must also promptly report
allegations of reportable crimes according to the Jeanne Clery
Disclosure of Campus Security Policy and Campus Crime Statistics
Act, its accompanying regulations; the California State Education
Code, Chapter 15.5, of the Donahoe Higher Education Act, Section
67380; and the California State University system-wide policy, Code
EO 1107. CSAs are employees whose job duties fall into one of the
following categories:
Work in a campus police or security department
Are responsible for campus security
Are designated as the contact for reporting criminal
offenses
Have significant responsibility for student and campus
activities
Special License or Certifications and Conditions:
Must possess and maintain a valid license to drive in the State
of California, pass the Defensive Training Class, and be insurable
under the University's liability coverage.
May require occasional evenings and/or weekend work.
Questions can be sent to:
hr_corporation@csumb.edu.
To apply, please visit https://www.schooljobs.com/careers/csumb/jobs/4262940/associate-director-of-operations-and-outreach
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