Assistant Director of Operations

Position Information

Hiring Department: Housing and Residence Life
Reports To: Executive Director of Housing and Residence Life
Job Location: El Paso, TX; On-site
Posting End Date: Open until filled. This posting may close once a sufficient number of qualified applications have been received.
Hours: 40 hours per week, standard Monday- Friday 8:00am- 5:00pm, flexibility is required on evenings and weekends
FLSA status: Exempt
Earliest Start Date: As soon as possible.

Statement of Duties and Responsibilities

Implements directives corresponding to division or department outlining policy, program, or operational changes to be implemented.
Assists the executive director in developing and implementing short and long-range plans, conceptual designs, and capital outlay (budget) requirements and documentation for assigned area(s).
Understands department’s role in accomplishing the University’s mission.
Compiles and submits reports as required by management, state, local, and federal regulatory agencies.
Acts as liaison between department and internal or external customers.
Participates in various committees, professional trainings, industry conferences, and conventions.
Reviews and approves documentation relating to needs specific to assigned area(s).
Promotes organization policies and procedures in compliance with local, state, and federal rules and regulations; advises University personnel regarding the development and implementation of regulatory strategy, potential areas of regulatory concern, and new government/regulatory developments.
Provides training policies, standards, guidelines, and security monitoring processes in relation to general control, privacy regulations, and development and operation of the University’s infrastructure.
Chair the housing contract cancelation committee
Knowledge of all Microsoft Office software and able to learn and use institutional software systems, including StarRez Housing Management Software.
Complies with all State and University policies.

Specific Areas of Responsibility

Has primary responsibility for operation and maintenance of STARREZ/CBORD/PERSONA software program to include:
- Room assignments
- Contact management – new, returning, cancelation
- Property access – guest cards, residential
- Student files – electronic and paper
- Authorized users at UTEP
Oversee the occupancy of all Housing and Residence Life properties at a 95%+ level.
Lead the process for academic year new and returning applications to reside on campus, including the timeline, applications, advertising, and educating the current department and campus partners regarding the process
- Room assignments during the academic year
- December/January assignments for new residents
- Coordinator with scholarship offices to ensure residential housing
- The room change process (during academic year and during the summer for incoming fall students)
Oversee the guest and conference services programs
- Conducts recruitment efforts for summer conference housing
- Is the main contact for all academic year guest requests
- Directs and creates the process for guest arrival, departure and payment
- Directs and creates the process for summer conference housing
- Holds a budget of expenses and income for each guest and conference along with one overall budget to be completed each September
- Provides an end of summer report by September 1st
Oversee the recruitment of students to reside on campus. This may include travel, poster/flyer creation, attending admissions events, speaking with high school teachers and guidance counselors, etc.
Coordinate the check-in and check-out processes of residential students throughout the calendar year.
Oversee the early contract cancelation and consolidation procedures.
Oversee the early arrival and late stay processes, including strong and continual communication with students and within the department.
Provide data on a regular basis:
- weekly occupancy reports
- monthly dashboards

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

• Education: Bachelor’s Degree and Experience: Three years of related experience and training to the statement of duties and responsibilities; or equivalent combination of education and experience.

Disclaimer

The primary accountabilities are intended to describe the general content of and requirements of this position and are not intended to be an exhaustive statement of duties. Incumbents may perform all or some of the primary accountabilities listed. Specific tasks or responsibilities will be documented in the incumbents’ performance objectives as outlined by the incumbents’ immediate supervisor or manager. This position is security-sensitive and subject to Texas Education Code §51.215, which authorizes the employer to obtain criminal history record information. A valid driver’s license issued by the State where the applicant resides and insurability as defined in UTS 157 may be required to perform the position's essential functions.