The Associate Director of Housing Services is an integral part of the senior management team within the Office of Housing Services and is supervised by the Director of Housing Services. The Associate Director will coordinate and oversee all student housing operations ensuring strong communication and coordination amongst all department operations and housing assignments through the supervision of the Assistant Director of Housing Assignments and Assistant Director of Facilities and Operations. Specifically, the Associate Director will manage all aspects of housing assignments, including occupancy management, occupancy agreements, assignments, billing, enrollment initiatives, housing policies, opening/closing processes, and central office and building operations for 1,400 graduate students. Additionally, this position oversees the use of StarRez housing management system and its maintenance compliance with departmental business policies and processeswhile serving as the Power User to the system and trainer to department staff. The Associate Director will provide user-friendly processes for on-line student assignment mechanisms and manage all aspects of the housing assignments related modules and functionality in StarRez and provide leadership for leveraging the software to reduce manual operations and increase efficiency. This position is responsible for coordinating persons, activities, and resources aimed at supporting residents, maximizing occupancy levels and assisting the Director of Student and Faculty Housing with all student, postdoc, clients, and stakeholder inquiries. The Associate Director position supervises and oversees the Assistant Director of Housing Assignments; in addition to, the front office customer service as well as the Assistant Director of Facilities and Operations.
The Associate Director is charged with the daily operations of the housing assignments. The Associate Director will lead all efforts related to occupancy management of on-campus housing, including: create and update annual communications and marketing plans for prospective and current students and campus partners related to on-campus living. Develop, distribute and maintain regularly scheduled reports on assignments, applications, vacancies and predict housing and occupancy trends.
This position is chiefly responsible for ensuring all rooms and apartments are leased up in a timely manner and retain occupancy during an academic year. As vacancies arise, the Associate Director must identify prospective occupants by outreach to the deans of students/admissions offices of the various schools at CUIMC. The AssociateDirector of Housing Services is also responsible for helping to direct special projects that support the well-being of residents through various events and activities and in partnership with other CUMC campus providers (for example, Student Health Services Wellness Program, CUIMC Public Safety, Velocity, etc.)
Manage the housing selection and occupancy process for all 1,400 residential students, including, but not limited to: re-contracting, new student application, room changes, waitlists, and cancellations, posting all housing rates and turn configuration on StarRez Housing Management System.
Create a communication plan including templates for student communication using StarRez, including reminders, standard email templates, and collections, etc.
Utilize institutional data and StarRez analytics to assess and respond to student needs within the housing portfolio.
Oversee all housing assignments and billing processes through monthly StarRez and SIS batch feeds, reconciliation of student accounts, and communication plans to students regarding all billing inquiries.
Oversee housing assignments/lottery process and billing related to long-term tenants and post-doc students via StarRez invoicing, collection of payments and communication plans regarding all billing inquiries.
Serve as system administrator for the StarRez housing management system and maintenance compliance with departmental business policies and processes and advance StarRez system with various modules (i.e. guest pass, check-in appointments, etc.).
Develop and maintain student housing portal, StarRez standard reports, and update housing management system as needed.
Create and advance Star Rez housing management system semesterly to advance automation of housing selection processes for residential students.
Prepare and maintain residence hall occupancy, assignments, capacity, and application request reports.
Develop training for departmental staff and campus partners on StarRez.
Collaborate with the Information Technology Coordinator to upgrade and create systems and processes in StarRez.
Complete and maintain all required internal and external housing data reports.
Submit daily occupancy reports related to housing deposits/applications, vacancies, and statistical information to future forecast housing and enrollment.
Establish and manage the departmental Housing Request for Release or Exemption process.
Partner with Office of Disability Services, to address student accommodation needs in residence.
Review and update housing applications and contracts per term/academic year.
Assist the Assistant Director for Facilities and Operations and Assistant Director for Housing Assignmentsto coordinate the transition/inspections of cleaning/refresh of student rooms/apartments when students vacate.
Manages the inventory of all written contracts supporting the assignments in the system, and is responsible for complying with all relevant policies regarding Fair Housing (HUD), EEO/AA, ADA, University Policies, and other relevant policies.
Coordinates data management needs within the area and for others as needed through direct systems development and report writing and department colleagues.
Directs benchmark/customer service surveys and reporting/response to gathered data.
Develops and manages all housing policies, standardized operating procedures, and business plans, including the housing occupancy agreement, release process, immunization compliance, consolidation, evacuation, opening, closing, and damage billing.
Oversee the occupancy agreement renewal process with the Assistant Director of Housing Assignments and ensure accurate bed counts for future residents.
Develop an overall marketing plan for departmental processes including: housing selection and assignment processes and systems and clearly communicate processes to students via emails, website, and other platforms for effective awareness of all processes.
Edit and create housing assignments letters and correspondences/presentations (virtual and in-person) for all necessary housing selection timelines and relevant assignment information.
Collaborate with divisional marketing office on all printed, digital, promotional, marketing, and communication campaigns.
Develop and maintain social media campaigns on all departmental platforms.
Manage the department's social media accounts and develop social media campaigns related to contract and assignment events and deadlines.
Develops and implements marketing campaigns to support housing occupancy goals.
Develops and manages all housing policies, standardized operating procedures, and business plans, including the housing occupancy agreement, release process, immunization compliance, safety inspection, consolidation, evacuation, opening, closing, damage billing, and key access.
Respond to student, parent, and staff/faculty questions and concerns related to housing assignments and operations.
Oversee all communications and department planning with students regarding move-in/hall closing and other key departmental events.
Develop sustainable communication streams that reach all constituents.
Manages marketing and distribution of fundraising efforts: OCM and Microfridge.
Supervise the front office operations which include one full-time staff (Assistant Director of Housing Assignments) and indirectly supervise department Executive Administrative Assistant.
Supervise the Assistant Director of Facilities and Operations and ensure operational functions are delivered through plant supervision, manager of maintenance services, and manager of custodial services and grounds.
Collaborate with other departmental and university offices to assist with orientations, programs, and other living on campus outreach programs and services.
Oversee all check-in and check-out processes and systems for students and department staff: communication to students, ending billing cycles, damage billing, campus partner assistance, collaboration with facilities and operations team, etc.
Attend various department, division, and university meetings on a regular basis and complete all necessary compliance training.
Work collaboratively with Director and Finance and Administration to forecast demand and analyze billings against revenues.
Review and revise business practices that drive the housing administration area.
Establish and implement effective and efficient policies and procedures for the housing administration area.
Audit billing records for accuracy including reporting data to Director and AVP as well as supporting Student Financial Services with billing feeds and batches.
Serves as a liaison with Facilities Management, Capital Projects and Planning, Public Safety, Faculty Club, Information Technologies (IT), Student Accounts, Student Health Services, Disability Servicesand other campus partners.
To provide updated information relating to housing statistics to the Director of Student and Faculty Housing.
Serves as the Office of Housing liaison with Deans of Students for housing initiatives and updates.
Other Duties As Assigned:
To assist the Director of Housing Services with day-to-day Housing administrative functions and other duties as assigned.
Coordinate and work in conjunction with the Director of Housing Services, other Deans of Students, andUniversity stakeholders in the development of long-term plans for Student Housing.
Participate in student community initiatives to fulfill OHS' mission of building and enhancing the quality of life for students.
Provide crisis intervention as needed for students and postdocs.
Collaborates with the Assistant Director for Facilities/Operations on capital project planning, preventive maintenance, renovation, daily operations.
Collaborate with the Assistant Director of Residential Life and Information Technology Coordinator with the development and implementation of the department's marketing and branding efforts and (web page, social media, and print information) to promote the on-campus experience.
Connect with off-campus realtors and landlords to obtain off-campus housing listings to support students during high-demand on-campus occupancy semesters.
Provide innovative ideas and strategic thinking to improve current Housing processes at volume, as well as, stay up to date on best business practices adopted by similar institutions or published in industry reports.
Participate in StarRez webinars, conferences, and network sessions to advance knowledge of the system and create new processes for CUIMC.
Take an active interest in identifying and participating in their professional development.
Exhibit the ability to engage in in-depth self-reflection and apply what they learned to their professional and personal lives.
Adhere to Association of College and University Officers-International (ACUHO-I), National Association of Student Personnel Administrators (NASPA), and American College Personnel Administrators (ACPA) ethical standards
Present workshops and training sessions for future students, families, staff, and students.
Serve on University, Divisional, and Departmental Committees as requested.
Bachelor's degree or equivalent in education and experience. five or more years of work experience (including supervisory experience) in a related field (housing and residence life, higher education, business management, etc.).
Previous experience with housing contracts and assignments, operations, property management or occupancy management.
Candidates should also have a demonstrated potential to supervise professional and paraprofessional staff and experience in at least two of the following specialized areas: counseling, marketing, housing operations, diversity & inclusion, residential life/education, public relations, or summer programs.
Candidates, who have other relevant experiences, including degrees in majors and minors that align with housing contracts and assignments, will be strongly considered.
Computer operations experience including Windows, Microsoft Office Suite, database systems, reporting, and financial information systems, and housing management systems (StarRez, etc.).
Ability to deal effectively with a diverse population.
Strategic thinking surrounding competing demands of campus partners.
Ten or more years of work experience
Master's degree in student personnel, higher education, or related field.
Preferred knowledge of student learning and student development, and experience working with diverse populations.
Extensive experience with StarRez, and Microsoft Excel
The Office of Housing Services residential facilities do not close. We serve our students and remain open during all campus holidays and closures. Due to our 12-month operation, this position is considered an essential employee. In the event of severe weather or emergency situations, the university may suspend classes or close the university. This position would be expected to remain at or report to their facilities as soon as conditions reasonably permit.
Equal Opportunity Employer / Disability / Veteran
Columbia University is committed to the hiring of qualified local residents.
Internal Number: 513531
About Columbia University
Columbia University is one of the world's most important centers of research and at the same time a distinctive and distinguished learning environment for undergraduates and graduate students in many scholarly and professional fields. The University recognizes the importance of its location in New York City and seeks to link its research and teaching to the vast resources of a great metropolis. It seeks to attract a diverse and international faculty and student body, to support research and teaching on global issues, and to create academic relationships with many countries and regions. It expects all areas of the university to advance knowledge and learning at the highest level and to convey the products of its efforts to the world.