University Housing Staff - Associate Director

Position Description

Purpose

To administer and direct all activities associated with the operations of the University of Tennessee Department of University Housing.

Responsibilities

Responsible for the operations of thirteen residence halls, rental properties, and the university's guesthouse, Hopecote.

Principle Duties

• Recommends staff exempt appointments for the Department of University Housing to the Executive Director.
• Recommends salary increases, promotions and terminations to the Executive Director of University Housing.
• Participates in the evaluation process of administrative (exempt) staff members, and is directly responsible for evaluating those positions reporting to the Associate Director.
• Encourages, supports and initiates opportunities for staff development at all levels of the departmental organization.
• Evaluates and assesses staffing needs on a timely basis and recommends changes to the Executive Director as appropriate to respond to the needs and changes in the operating environment.
• Monitors housing applications and assignment data to determine accuracy of projected occupancy of residence halls and rental properties for specified periods of time.
• Assists in the preparation of the yearly operating budget and recommends housing rental rates in accordance with budgetary need to the ExecutiveDirector of University Housing.
• Reviews monthly operating statements to compare actual revenue and expense data with budgeted amounts. Recommends appropriate adjustments to the Executive Director as necessary.
• Assists the Executive Director in the development of both short and long- plans for maintaining and improving the physical facilities of the university housing, off-row fraternities and Hopecote.
• Investigates and responds to concerns and complaints of students, parents, anduniversity administration.
• Insures departmental compliance with existing university and state fiscal and personnel policies and procedures.
• Prepares reports regarding the operations and activities of the Department of University Housing for the Executive Director.
• Participates in policy enforcement and educational discipline programs. Reviews disciplinary and other incident reports and follows up as necessary.
• Works with Assignment Coordinator to handle individual and special group housing requests.
• Participates in departmental policy formulation and updating published policy statements.
• Chairs and serves on departmental committees and task forces as assigned.
• Serves as departmental liaison with other offices within the Division of Student Affairs and other university departments.
• Directs the activities of the summer conference program staff and the assignment office. (See Detail)
• Directs public relations and marketing activities of the Department of University Housing. (See Detail)
• Approves/denies meal plan changes.
• Coordinates activities with the acting fraternity affairs advisor regarding the off-row fraternity-houses and represents the Department of University Housing in lease negotiations and policy enforcement.
• Consults on facilities maintenance and renovations projects as requested.
• Manages University Apartments rental collections:
  a. Approves payment plans
  b. Executes lease terminations
  c. Coordinates eviction proceedings with legal counsel
• Participates in the formation of the mission and goals for the residence life program.
• Provides leadership and direction to the development of programming specifically designed for residents.
• Represents the Department of University Housing in the handling of personnel related action in the residence life area such as termination or grievances.
• Functions as Acting Director of the Department of University Housing in the absence of the Executive Director.
• Performs other duties as assigned by the Executive Director of University Housing.

DETAIL

Conferences

1. Coordinates the recruitment, assignment and contracting of summer conference groups and individual guest housing requests.
2. Supervises and evaluates six or more full-time Hall Directors, two graduate assistants and conference coordinator.
3. Oversees the recruitment and selection of Assistant Hall Directors and Conference Assistant Staff for summer conference operations.
4. Directs all conference training programs for Hall Directors, Assistant Hall Directors, Conference Assistants, Hall Clerks and the Conference Coordinator.
5. Oversee the implementation and adjustment of the summer conference computer program, which handles all areas of the conference program from initial reservation to final bill preparation.
6. Develops and recommends to the Executive Director the conference budget, including setting the conference housing rates.
7. Recommends policy changes for the Conference Housing operation.
8. Works directly with the Department of Conferences and other faculty and staff in the recruitment of large and small conferences.

Assignments

1. Recommends changes in the assignment policies and procedures to better serve residents, applicants and staff.
2. Plans and implements the assignment training for Hall Directors, Residence Hall Clerks and Assignment Clerks. Communicates changes and updates of assignment policies and procedures to all residence life and clerical staff.
3. Coordinates all aspects of room selection for current residents in the spring, including training staff, evaluating the process, recommending policy and procedural changes and coordinating the promotional materials and efforts.
4. Oversees the implementation of the assignment policies and procedures with the residence life staff.
5. Reviews and approves requests for contract releases during the summer. Serves as the final appeal for students requesting to cancel their contract during the academic year.
6. Coordinate communication with residents who are not enrolled and residents who have not paid fees and work with other University offices to determine their status as students.

Public Relations and Marketing

1. Coordinate the publication of all departmental brochures including the Guidebook for Residence Hall Life, internal staff newsletter, and other promotional items.

The University of Tennessee is an EEO/AA/Title VI/Title IX/Section 504/ADA/ADEA institution in the provision of its education and employment programs and services. All qualified applicants will receive equal consideration for employment without regard to race, color, national origin, religion, sex, pregnancy, marital status, sexual orientation, gender identity, age, physical or mental disability, or covered veteran status.

UH: 03/08