Associate Director of Housing Facilities
Starting Salary Range: Commensurate with Experience
Employee group: Full Time
Schedule: M-F / 8:30-5pm
Exempt Status: Exempt
Location: 01-MD:Homewood Campus
Department name: 10001458-Housing Facilities
Personnel area: Homewood Student Affairs
The Associate Director of Housing Facilities supervises all aspects of maintenance and housekeeping for 10 university operated residence halls. This position ensures the readiness of the all residence halls and building services to address the needs of residents; supervises the work request process insuring that call-ins and web based requests from residents are communicated to facilities staff in an efficient and effective manner using computerized maintenance management system (Maximo); follows-up on facility’s needs, determines problem priority and responds based on severity, urgency and potential impact on residents and facility; acts as advocate/liaison for student needs and concerns with housing facilities (maintenance and custodial) staff. The Associate Director will be responsible for planning the annual turn process to prepare the buildings for new residents. This position will have a direct role in vendor relationships for supplies and services necessary to operate the buildings. The Associate Director will assist the Director of Housing Operations in all aspects of planning, budgeting, and development of procedures for the department as they relate to facilities maintenance. This position will have a primary role in ensuring excellent customer service through the work order system, resolving customer complaints, and maintaining a high level of communication with residents and other interested internal and external partners.
Essential Job Functions:
- Exercise judgment in handling after-hours emergency situations related to facilities, security, building emergencies and card access system and assume responsibility for decisions that have a direct impact on students and staff.
- Select, train, supervise and evaluate the Assistant Director for Housing Facilities whose primary responsibility is access control, Provide guidance and supervision as it relates to card access control, key distribution, contractors, and software associated with position’s job responsibilities.
- Coordinate annual health & safety checks of residence halls once each semester.
- Create a schedule insuring that each RA is accompanied by a professional Housing or Residential Life staff member on the first inspection, update and prepare all informative materials and letters to student regarding violations and accept and determine the disposition of all confiscated items.
- Perform final inspection of student rooms at move-out to determine and assess room vandalism charges.
- Prepare the vandalism software system and generate room vandalism billing.
- Respond onsite as needed to after-hours emergencies.
- Purchase of furniture and appliances for residence hall student rooms, apartments, offices and common areas in the residential buildings.
- In conjunction with the Director of Housing Operations and Senior Systems Administrator, develop and implement technology that will enhance the staff and student experience in Housing Facilities.
- Administer operating budget.
- In conjuction with the Director of Housing Operations, develop and manage capital expenditure budget; produce multiple year budget projections; produce and monitor furniture lifecycle report.
- Select, train, supervise and evaluate an Administrative Coordinator, as well as student employees working in the office.
- Produce, distribute and process Room Condition Reports at move in partnership with Residential Life.
- Manage small housing projects; participate as a team member on larger renovation/construction projects.
- Act as one of the primary points of contact with Johns Hopkins Facilities and Real Estate (JHFRE) as it relates to the design and construction process for housing related projects.
- Liaison with Plant Operations, outside contractors and vendors.
- Produce weekly Open Work Order reports for distribution to Maintenance and Housekeeping.
- Facilitate bi-weekly facilities meetings with Assistant Director, Maintenance and Housekeeping managers and supervisors.
- Perform regular building walk-thrus in the (10) buildings. Define vandalism (versus normal wear and tear); create monthly vandalism reports to track the damage throughout the year.
- Perform two (2) final inspections of residence hall student rooms and apartments at move-outs to determine and assess room vandalism charges.
- Prepare the vandalism software system and generate room vandalism billing.
- Manage the day to day operation of the Wolman Facilities Office, including staffing, move in and close down, and other office procedures.
- Administer the Regional Pest Control services for all Housing buildings.
- Actively participate in move-in and move-out processes. This includes staffing for both, being present to assist students and their families, and assisting with the coordination of first year student move in, returning student move in, and close down processes.
- Interact with students and parents, particularly students and their parents with facilities issues, on the phone, through email, and in person; explain housing policy, procedures and processes; discuss and respond to special needs and requests; troubleshoot and respond to problems and complaints.
- Collaborate with Residential Life and support various departmental processes such as RAB housing programs, move in, close down, and Health and Safety Checks.
- Train and follow up with Summer Conference staff and Summer Housing RAs to insure understanding of proficiency in building fire, safety and emergency procedures, vandalism policy and follow up procedures.
- Train and follow up with Residential Life staff to insure understanding and proficiency in building fire, safety and emergency procedures; vandalism policy and follow-up procedures.
- Assist with training of contract guards who provide security for the residence halls and apartments.
- Coordinate and execute two (2) mandatory fire drills per year, including fire escape training.
Scope of Responsibility:
- Knows and understands the formal and informal departmental goals, standards, policies and procedures which may include some familiarity of other departments within the school/division.
- Demonstrates sensitivity to the interrelationship of both people and functions within the department.
Special Skills and Knowledge:
- Courteous with strong customer service orientation, the ability to multi-task and work comfortably in a fast-paced, student centered/diverse environment.
- Dependable with proficient attention to detail, strong communication and decision- making skills, must be flexible with the ability to adapt to change quickly. Able to exhibit maturity, professionalism and sound judgement.
- Leadership, Team Builder, Communicates Effectively, Knowledge Worker, Decision Maker, Strategic Perspective, Leverages Resources (Coaches and Develops), Demonstrates Ethical Behavior, Maximizes Team Effectiveness, Supportive of Change.
- Able to demonstrate and support a philosophy of excellent customer service, and diversity & inclusion.
- Experience using a computerized maintenance management system.
- Experience with StarRez preferred.
- Microsoft Office Suite, SQL database, in addition to other software packages and computer skills as needed.
- Bachelor’s degree in engineering, architecture, construction management, facilities, management, higher education, or related field.
- Master’s degree preferred.
- Three to five years’ experience in a supervisory role managing maintenance or facilities operation.
- Three to five years’ experience managing various facilities and building systems, including capital projects OR the equivalent combination of relevant education and experience.
Physical Requirements for the Job:
- Ability to work in a fast-paced environment, standing for long periods of time and lifting of up to 50 lbs.
The successful candidate(s) for this position will be subject to a pre-employment background check.
If you are interested in applying for employment with The Johns Hopkins University and require special assistance or accommodation during any part of the pre-employment process, please contact the HR Business Services Office at firstname.lastname@example.org. For TTY users, call via Maryland Relay or dial 711.
The following additional provisions may apply depending on which campus you will work. Your recruiter will advise accordingly.
During the Influenza ("the flu") season, as a condition of employment, The Johns Hopkins Institutions require all employees who provide ongoing services to patients or work in patient care or clinical care areas to have an annual influenza vaccination or possess an approved medical or religious exception. Failure to meet this requirement may result in termination of employment.
The pre-employment physical for positions in clinical areas, laboratories, working with research subjects, or involving community contact requires documentation of immune status against Rubella (German measles), Rubeola (Measles), Mumps, Varicella (chickenpox), Hepatitis B and documentation of having received the Tdap (Tetanus, diphtheria, pertussis) vaccination. This may include documentation of having two (2) MMR vaccines; two (2) Varicella vaccines; or antibody status to these diseases from laboratory testing. Blood tests for immunities to these diseases are ordinarily included in the pre-employment physical exam except for those employees who provide results of blood tests or immunization documentation from their own health care providers. Any vaccinations required for these diseases will be given at no cost in our Occupational Health office.
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