Assistant Director of Occupancy Management and Office Operations

Title: Assistant Director of Occupancy Management and Office Operations

Division: Student Affairs

Department: Housing & Residence Life Operations

FLSA Status: Exempt

Salary Range: $50,000 Annual Salary

EEO Job Group: 2 E2

Position Summary

The University of Southern Indiana is accepting applications for Assistant Director of Occupancy Management and Office Operations.

The Assistant Director of Occupancy Management and Office Operations is responsible for the daily aspects of housing and residence office operations. This position reports to the Associate Director of Business Operations and Information Technology and supports them with the business operations and technological components of the department.

Duties/Responsibilities 

• Maintain reports and records as they relate to housing assignment numbers, data, and forecasting. Provide weekly update reports on housing contract numbers to the Director and Associate Director, and other university administrators.
• Recruit, select, train, supervise, and evaluate Administrative Assistants and Graduate Assistants.
• Oversee customer service functions including front desk, mail, and office operations.
• Assist with administering the contract cancellation process and contract appeals.
• Responsible for department communication with families including periodic newsletter and website information. Work closely with the Director, Associate Director(s), Assistant Director(s) and other HRL staff on these initiatives.
• Work closely with Area Coordinators to help them develop pride in all aspects of housing. Meet periodically with Area Coordinators. Attend Area Coordinator staff meetings, as necessary.
• Work closely with the Associate Director of Business Operations and Information Technology, and assignment staff with the daily management of StarRez and the Portal platform.
• Monitor and analyze Housing and Residence Life (HRL) information and data systems and evaluate their performance to discover ways of enhancing them.
• Assist with StarRez Residential Management System (RMS) training and other operational procedures as determined by the Associate Director.
• Assist with housing and residence life data audit processes such as withdrawal lists, low hours lists, etc. Communicate daily the findings from these audits.
• Supervise front desk operations. Assist in the recruitment, selection, training, supervision, and evaluation of Graduate Assistants, Administrative Assistants and student worker desk assistants.
• Provide regular and timely updates to all staff to ensure accurate information is communicated to students, guests, and other university departments.
• Works with the Associate Director of Housing and Residence Life to coordinate administrative room changes which may involve collaboration with the Dean of Students Office, Institutional Equity Office, and Facility Operations and Planning. Communicate said room changes among all levels of housing staff.
• Coordinate training for all staff levels on housing processes. This includes check-in and checkout, room changes, room condition form software, and the card access system for residence halls.
• Manage student mail, package systems and lockers.
• Work closely with Area Coordinators to help them develop pride for all aspects of housing responsibilities. Meet periodically with Area Coordinators. Attend Area Coordinator staff meetings as requested by the Associate Director.
• Work with housing leadership to prioritize processes and information needs.
• Work closely with the HRL leadership team in planning staff training.
• Assist with New Student Orientation and Transfer Orientation days.
• Maintain visibility in housing areas to proactively serve the community living in on-campus housing.
• Serve on Housing and Residence Life committees and/or university committees as assigned by the Director.
• Stay current with national technology trends in higher education housing and residence life.
• Assist with coordination of Housing and Residence Life events such as check-in, checkout, and move-in.
• Other duties as assigned by the Associate Director, Director or the Vice President for Student Affairs (VPSA).

Required Knowledge and Skills

• Bachelor’s degree required.
• Three years of experience in office operations and customers service required.
• Proficiency from experience or coursework in office management.
• Self-starter with ability to work independently as well as be an effective team member.
• Detail-oriented with strong organizational, administrative, and information technology skills.
• Strong interpersonal, communication, written and oral presentation skills.
• Ability to work professionally and effectively with students, parents/guardians, faculty, staff, and visitors.

Preferred Knowledge and Skills

• Previously demonstrated leadership skills in the areas of office administration, or related field with significant administrative experience preferred.
• Business administration or student affairs operations experience strongly preferred.
• Demonstrated familiarity with housing, residence life, apartment management, or some other area of student affairs/higher education strongly preferred.

About USI    

The University of Southern Indiana is a public higher education institution located on a beautiful 1,400-acre campus in Evansville, IN. We offer employees exceptional benefits! Benefits for this position include:

• Affordable medical, dental, vision, life and short term and long-term disability insurance plans.
• Retirement plan where the University makes the total contribution equivalent to 11% of annual salary.
• Full tuition fee waiver for employees/75% for spouses and dependent children.
• Vacation and sick time
• Holiday pay
• Free access to Recreation, Fitness & Wellness Center.
• Access to on-campus University Health Center and Dental Hygiene Clinic.

For more information about the benefits that USI offers, please visit www.usi.edu/hr/benefits . 

Application Process

Click “Apply Now!” near the top right of this page to complete an application and upload application materials to the attention of the Search Committee Chair. Application materials should include:

• Letter of Application
• Resume

Search Committee Chair:

If you have questions about the open position, please contact Dr. Khalilah Doss, search committee chair, at [email protected].

Best Consideration Date:

For best consideration, please submit materials before February 13, 2024.

Pre-Employment Screening

A background check will be required for employment in this position.

Authorization to Work in the United States

USI typically will not sponsor an employment-related visa for this position.

Interview Accommodations

Persons with disabilities requiring accommodations in the application and interview process please contact the manager of Employment at [email protected] or (812) 464-1840. Contacting the manager of Employment is intended for use in seeking disability-related accommodations only. For general applicant inquiries, contact Human Resources at [email protected] or (812) 464-1815.

EEO Statement

The University of Southern Indiana is an EEO/AA employer. All individuals including minorities, women, individuals with disabilities and veterans are encouraged to apply.