Asst Director, Contracts & Assignments

The Board of Trustees for the University of Northern Colorado • Greeley, CO

2d • $60,770 - $64,375 • Onsite

About The Position

The Division of Student Affairs is a forward-thinking student success operation committed to its role as leading the student experience at the University of Northern Colorado (UNC). Staff members within the Division are expected to positively contribute to our mission of supporting students in the co-curricular environment and providing an experience that inspires students academically, intellectually, personally, and emotionally.

Housing & Residential Education is the sole provider of on-campus living accommodations at UNC. With approximately 3400 beds in UNC’s 16 residence halls, Arlington Park Apartments and university owned houses, with an operating budget of $20 million dollars, the Housing system at UNC is comprehensive. HRE also manages 3 Sorority Facilities and the Old Man Mountain Retreat Center. Work across the unit is divided into Residential Education, Housing Services, and Contract and Assignments. Staff frequently partner with Dining Services to provide a holistic residential experience to undergraduate and graduate students as well as visiting students, faculty, and staff. Housing staff members help to build inclusive and intentional communities focused on healthy relationships and student success. Housing staff members exhibit the values of Inclusivity, Integrity, Service, and Growth in their work on campus.

The Assistant Director for Contracts and Assignments is a full-time live-on position responsible for leading work with residential facilities assignments for the Office of Housing & Residential Education. This role includes accountability for Occupancy Management, Assignments, and Contracts. This role directly supervises the Graduate Assistant for Housing Business Operations, and a student staff position. This position is responsible for management of the assignments portion of the office's housing management system (eRezLife). The role provides training and support to professional staff related to housing software.
This role is a member of the Housing Leadership Team. Members of the Leadership Team serve in a cross-functional role. Members assist in creating, evaluating, and recommending policy and policy changes across all functions of Housing and Residential Education, including but not limited to occupancy planning, facilities management, residential curriculum, budgeting, marketing, resident policies and contracts, and large campus transitions.
This role works with the following University Committees: Banner Student Data Team; Divisional Committees: DRC ESA and Housing Committee; and Department Committees: xx.
This position is exempt from overtime pay.

Requirements

• Bachelor’s degree.
• At least 3 years of administrative experience required.
• Experience working with a customer relationship management database.
• Demonstrated ability to build collaborative relationships across campus that enhance student engagement and success
• Strong problem solving skills
• Demonstrated ability to multi-task
• Excellent and demonstrated organizational, communication, and people skills
• Ability to lead, inspire, and motivate
• Problem-solving and decision-making skills, emotional intelligence, and independent judgment
• Computer skills, including Microsoft Office programs, such as Outlook, Word, Excel, Access, and PowerPoint, mainframe/CRM systems, and virtual meeting products
• Demonstrated written and verbal communication skills
• Computer system support for data gathering and analysis, including web-based research
• Research design and analysis regarding assessment and enrollment management
• Valid U.S. work authorization at the time of application.

Nice To Haves

• Equivalent experience in lieu of educational requirements could be an option.
• 3 years of full-time experience in a comprehensive university or college housing program.
• Experience in housing/residence life administration is highly desirable.
• Development of people/large, diverse staff
• A strong understanding of current issues in higher education, Hispanic Serving Institutions, and curricular approaches to student affairs is highly desirable.

Responsibilities

• Responsible for planning the work of the office of Housing and Residential Education as it relates to contracts and assignments.
• Direct supervision Graduate Assistant for Housing Business Operations and Contracts and Occupancy Student Assistant.
• Designs and coordinate effective training programs for staff within HRE.
• Supervision of Contracts team including hiring, payroll, scheduling/staffing, and training.
• Manage day-to-day contracts work under the direction of the Executive Director and contribute to overall planning for office.
• Responsible for the management of the housing management software and proposing strategies.
• Create, document, and update contracts & assignments operational procedures including maintenance of housing contracts and software, managing room assignments.
• Manage and administer the contract process for web application, roommate matching, room search, and contract renewal.
• Verify and determine student qualification for living on-campus as well as contract cancellations (new and renewal).
• Recommend a timeline for housing contract timelines.
• Training and communicating contracts and deadlines for incoming first-year students with partnership groups and housing team.
• Coordinate contract exemptions and releases processes with team.
• Review and auditing of residence hall bed space allocation in conjunction with associate director for housing services.
• Develop, collect data, analyze, and extract reports from the office housing management software related to occupancy and contract trends for use by administrators, staff, students, and other areas.
• Coordinate various reports on the status of occupancy in the housing facilities, housing applications, etc.
• Coordinates programming adjustments and upgrades with Information Management and Technology for and participates in system data review.
• Maintain the new student and return sign up housing processes and recommend changes.
• Co-leads committee focused on this goal and liaise with Dining, IM&T, Admissions, Marketing and other areas to pursue this work.
• Provides oversight to communications with current residents and some communications to non-residential and perspective students.
• Maintains and updates HRE timeline and ensure task completion for their team.
• Coordinates with the Housing Services team to manage financial suspensions, academic suspensions, behavior suspensions and expulsions, and other resident requirements (i.e., credit hour requirements)
• Oversight of Housing Exemptions for local area students and Petitions for Release from a housing contract or the live-on requirement.
• Design and facilitate training for HRE staff regarding assignments, occupancy management, software management.
• Contribute to the development of budgets and operational forecasts; accountable for monitoring budgets and identifying opportunities for increasing revenue, containing costs, and ensuring compliance with policies.
• Oversight of Housing & Dining websites.
• Working with shared UNC/ASC marketing for large events such as move-in, return sign up (Call dibs), and general communication.
• Shares guidance on responses to other staff who monitor email inboxes such as [email protected], [email protected], etc. and social media sites to answer questions specifically related to Housing & Dining.
• Management of short-term housing assignments and non-affiliated resident process, including building and updating lease templates, request forms, and managing and creating communication templates for non-affiliate processes.
• Manual assignments as needed based on student housing contracts and matching of residents based on information provided by students and accessing facility information for assignments: Including Disability Resource Center approved housing accommodations, family housing, and specialty housing needs.
• Summer housing management – collaborating and communicating with partners in Extended Campus and other programs to gather information, and update website and contract.
• Manually assign students for summer housing
• Work with the US Census Bureau and Colorado State Demographer for reporting and data requests for items such as the American Community Survey for group quarters including the office’s residential facilities, and leased sorority houses.
• Coordinates housing management system financial processes with Accounting staff and Associate Director for Housing Services to ensure financial aspects of housing processes are maintained.
• Working with the Associate Director for Residential Education, Associate Director for Housing Services, and the Executive Director to plan and assess use of facilities for residents as well as coordinate other needs for Conference and Event Services, Office of Global Engagement Groups, and planned updates to facilities.
• Assists in the annual review and updating of the Student Code of Conduct, Housing & Residential Education Handbook, HRE duty protocol, and similar materials that affect the residential experience.
• Works directly with the Disability Resource Center, Office of Institutional Equity and Compliance, and others to support the needs of students with processes such as room placement, renewal, and contract release.
• Coordinates with the Associate Director for Residential Education to plan assignments practices for Residential Learning Communities and Specialized Housing, Student Athlete Housing, etc.
• Monitor room/hall changes related to existing policies in collaboration with Residential Education team (e.g., determines if student qualifies for residential learning communities).
• Collaborates with Housing Services Team to ensure proper use of facilities is reflected in software and coordinates with Associate Director for Housing Services to ensure that software is setup to manage room condition reporting.
• Submits work requests for facilities issues in residential facilities as appropriate.
• Submits IM&T tickets for technology-related issues in residential facilities as appropriate.
• Responsible for emergency response and risk management of the residential campus.
• Respond, evaluate, notify, and direct staff in response to student crisis and life/safety emergencies for all housing facilities.
• Provide direction and supervision of initial onsite responders pending the arrival of police, fire, and medical support.
• Provides guidance and reporting around emergency and crisis support.
• Design, implement and evaluate emergency response plans including student life/safety issues, facility matters, behavioral standards and risk management/liability issues.
• Manages significant relationships with on-campus and off-campus vendors related to the residential experience.
• Primary liaison with Housing Management Software Vendors (CBORD, eRezLife, etc.) and management of relationships, software needs, etc.
• May collaborate with vendors for software and contractors for various projects.

Benefits

• health, dental, vision, life and long-term disability insurance
• selection of several defined contribution retirement plans
• sick leave
• other leave options may be available based on position
• tuition waiver benefits
• dependents and spouses of UNC Employees who are employed at 0.5 FTE or above are eligible for undergraduate dependent tuition grants of up to 50%.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level