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Job Summary 

Reporting to the Director of Housing the position is directly responsible for managing the assignment and billing processes for Caltech Undergraduate Housing. Responsibilities include supervising one to two Housing Coordinators and their daily operations and tasks. The Assistant Director will manage the assignments process for over 900 units in collaboration with the Office of Residential Experience, other student affairs offices, and student government where appropriate. The Assistant Director will also act as the primary liaison to the Office of Residential Experience to develop policies that support our residential communities. Along with the Director of Housing and the other Institute Housing Senior Management Staff, the Assistant Director will participate in the administration of the Institute’s housing program including, but not limited to, on and off-campus housing policy, procedure development and implementation, housing facilities planning; selection, training, supervision, and evaluation of staff; budget planning and management; the administration of housing rate scenarios; securing summer program clients; and liaison with other Institute departments.

Job Duties

• Responsible for the selection, training, development and daily supervision of one to two Housing Coordinators and student staff (housing assistants) as needed
• Oversees the planning and coordinating of undergraduate housing facilities assignments consistent with long-term and short-term campus goals and objectives
• Manages the execution and administration for all license and rental contracts
• Manages the lottery process for Undergraduate Housing
• Coordinates guest housing and summer conferences within Caltech Housing
• Manages and oversees all aspects of the billing process for undergraduate housing units
• Responsible for monitoring and collecting undergraduate, guest and summer conference revenue
• Manages and processes the enrollment and billing of the student board plan
• Acts as the primary liaison to the Bursar for undergraduate student billing
• Participates in the projection of operating budgets and housing revenue
• Develops and organizes housing rate scenarios for undergraduate and guest housing and summer conferences
• Works with the Office of Residential Experience and House Student Governments to ensure fair and accurate room lotteries for campus housing
• Works with the Director of Housing and the Office of Residential Experience to develop on-going partnerships and policies that promote positive communities in campus housing
• Represents Housing on event registration and approval process
• Works with IMSS to manage and update Housing data systems
• With the Director of Housing, reviews, updates and administers the policies and procedures for residents in campus housing. Creates and updates Caltech Housing internal policy, the website, forms and procedure manual
• Provides direction, supervision and guidance to staff responsible for performing all assignments, billing and maintenance request processes
• Works with Housing Maintenance Manager to ensure timely resolution of maintenance requests
• Coordinates collection processes for all rent and damage payments for undergraduate housing units including the monthly reconciliation
• Develops and prepares various management, occupancy and accounting information reports
• Responsible for undergraduate, guest and summer conference housing records retention and purging
• Assists in administering the Emergency Action Plan as it pertains to housing roster assignments.(Organizational Critical Status)
• Conducts regular market analysis of comparable rental property rates, both nationally and locally; develops summary reports for management review
• Monitors and maintains undergraduate housing access
• Addresses customer complaints
• Assists the Director with special projects as assigned
• Other duties as assigned

Basic Qualifications

• Bachelor's degree and 5-7 years of increased responsibility in a university housing office or related area is required
• Experience in the management and operation of an administrative unit and in planning and managing office operations is necessary
• Problem solving skills and mediation with diverse populations is a must. This includes awareness and sensitivity to special interest groups, parents, students, faculty, and staff
• Excellent written and oral communication skills are required
• Demonstrated excellent customer service skills are essential for success
• The ability to interact at all levels with campus and system-wide officials is mandatory
• Must be proficient with MS Office, File Maker Pro a plus
• We seek a strong leader who is an effective communicator with students, faculty, administrators and parents with diverse backgrounds
• Caltech Housing is a 24/7 operation that sometimes requires work after hours and on weekends

Required Documents

• Resume