Assistant Director, Graduate Housing Assignments

Stanford Reglab; United States; Hybrid; USD 120,000 - 135,000; Full time

Job summary

Stanford University’s Residential & Dining Enterprises seeks a proactive leader to plan and operate graduate housing assignments. You will manage apartment configurations, oversee annual lotteries, and coordinate timely moves while liaising with the Graduate Life Office to resolve complex housing issues.

The role requires a Bachelor’s degree with five years of related experience, strong analytical and customer service skills, and the ability to handle sensitive data with discretion.

Qualifications

• Minimum Education: Bachelor’s degree and five years of relevant experience.
• Knowledge, Skills and Abilities: strong analysis, problem solving, and independent decision-making; proficiency with MS Office; excellent customer service; understanding of financial transactions; compliance with policies.

Responsibilities

• Lead planning and operations for graduate housing assignments and related programs.
• Analyze university policies and ensure consistent, fair assignments.
• Collaborate with the Graduate Life Office on sensitive housing issues and data.
• Coordinate annual Graduate Housing Lottery and assignment rounds.
• Draft communications and manage graduate housing assignment materials.
• Represent R&DE Student Housing at events and provide presentations to diverse audiences.
• Oversee moves and staffing for the summer housing transition.
• Indirectly guide subordinate staff and provide training as needed.

Skills

Advanced analysis

Problem solving

MS Office

Customer service

Judgment

Financial transactions

Compliance

Soft skills

Star Rez

Education

Bachelor’s degree + 5 years experience

Job description

ABOUT STANFORD UNIVERSITY AND RESIDENTIAL & DINING ENTERPRISES:

Stanford University is one of the world's leading teaching and research universities. Founded in 1891, Stanford’s mission is to create and share knowledge and to prepare students to be curious, to think critically, and to contribute to the world. With world-class scholars and seven schools located together on a single campus, Stanford offers academic excellence across the broadest array of disciplines including business, education, engineering, humanities and sciences, law, medicine, and sustainability. It also is an engine of innovation, blending theory and practice to move ideas and discoveries from labs and classrooms out into the world. Stanford strives to foster a culture of expansive inquiry, fresh thinking, searching discussion, and freedom of thought – preparing students for leadership and engaged citizenship in the world. The university is located between San Francisco and San Jose in the heart of California's Silicon Valley, on a scenic 8,180-acre campus.

Residential & Dining Enterprises (R&DE), the largest auxiliary organization at Stanford University, supports the academic mission of the university by providing high-quality services to students and other members of the university community. R&DE has an annual operating budget of $400M, operates 24/7/365, and oversees a $3B asset portfolio comprising over 7 million square feet—one-third of the campus footprint. R&DE provides housing for 16,000 students and dependents, serves 8 million meals annually at 48 student dining venues and 32 culinary enterprises. In addition, R&DE provides executive services, conference operations, and guest lodging. R&DE is a talented and diverse team of 1,200+ who comprise the following divisions: Student Housing Operations & Stanford Conferences; Stanford Dining and Hospitality & Auxiliaries; Maintenance Operations and Capital Projects; and a team of R&DE strategic business partners—Finance & Administration, Information Technology, Human Resources, and Strategic Communications and Marketing.

"Students (Customers) First" is R&DE’s mantra and its strategic goals reflect its commitment to delivering service excellence to the campus community. R&DE’s belief is "students are never an interruption in our day; they are the reason we are here." R&DE’s dedication to promoting fair treatment, access to opportunities, and a positive work environment is reflected in its essential priorities and efforts for cultivating a culture of operational excellence as a foundational cornerstone. R&DE is committed to creating and sustaining inclusive excellence where all staff feel a sense of belonging and are empowered to thrive.

R&DE’s dedication to promoting fair treatment, access to opportunities, and a positive work environment is reflected in its essential priorities and efforts for cultivating a culture of operational excellence as a foundational cornerstone. R&DE is committed to creating and sustaining inclusive excellence where all staff feel a sense of belonging and are empowered to thrive.

The expected pay range for this position is $120,000 to $135,000 per annum.

Stanford University provides pay ranges representing its good faith estimate of what the university reasonably expects to pay for a position. The pay offered to a selected candidate will be determined based on factors such as (but not limited to) the scope and responsibilities of the position, the qualifications of the selected candidate, departmental budget availability, internal equity, geographic location and external market pay for comparable jobs.

JOB PURPOSE:

Lead, or co-lead, the planning and operations for programs or functions that have significant business challenges requiring subject matter expertise, such as the graduate housing assignment processes for single graduate students, couples, or families. This includes maintaining configuration of apartments; running annual Graduate Housing Lottery and quarterly assignments rounds; and auditing assignment results.

WHAT THIS POSITION DOES

• Analyze and interpret university policies to ensure assignments are conducted accurately and consistently.
• Review and analyze trends to advise and develop recommendations regarding graduate housing assignment policies and processes.
• Work in tandem with Senior Assistant Director to move apartments back and forth between single students and couples/ families in such a way that occupancy is maximized.
• Collect and analyze data, create reports, review and explain trends in graduate student housing.
• Work with representatives from the Graduate Life Office (GLO) on sensitive and sometimes urgent housing assignment issues. Strategize ways to solve complex problems and maintain positive relationship with GLO.
• Correspond with a diverse student body on individual, and sometimes complex, housing assignment issues. Provide exceptional customer service while maintaining an equitable assignment process.
• Serve as point person for all graduate housing assignment communications. Draft quarterly reminders to apply and assignment letters for all categories (single, couples, families), keep website updated with current information and work with R&DE Strategic Communications to improve web and email design as needed.
• Represent R&DE Student Housing at various graduate school events, including various meetings and fairs.
• Create and conduct presentations to diverse student audiences regarding R&DE Student Housing Assignments.
• Serve as backup for Senior Assistant Director of Graduate Housing Assignments and sit on Housing Assignments management team.
• Indirectly coach and guide work of Student Service Officer team.
• Host webinars to educate students on housing assignment processes and to answer questions.
• Oversee the annual midsummer move process by which graduate students move from one residence to another over the summer months. Coordinate with Housing Service Center staff in Student Housing Operations to ensure moves happen in a timely fashion.
• Indirectly guide Housing Assignment Specialists(s) to ensure apartment assignments are done accurately and in a timely fashion.
• Note - Other duties may also be assigned

WHAT WE ARE LOOKING FOR

• Demonstrated ability to take initiative and ownership of projects.
• Advanced analysis and problem-solving skills.
• Advanced computer skills, including experience with Microsoft Office Suite.
• Advanced customer service skills.
• Ability to routinely and independently exercise sound judgment in making decisions.
• Understanding of financial transactions.
• Ability to ensure and apply compliance with legal, financial, and university policies and external regulations.
• Successfully combine hard (e.g. technical knowledge, critical and analytical thinking, problem solving) and soft skills (e.g. people skills, communication, such as active listening, interpersonal and intrapersonal relationship, team work, emotional intelligence, collaboration/conflict management) to meet position requirements.
• Experience with Star Rez desired.

WORKING CONDITIONS:

• A hybrid telecommute option may be offered for this position.

Have significant responsibilities for administrative or operational services, functions or programs. Typical duties include developing and administering programs, policies and procedures, performing analyses or acting as a subject matter expert for the function or program. Positions typically include a variety of functions; professionals specializing in a specific field (e.g. facilities, finance) should be classified in the applicable job series. Positions that administer the content of research programs and/or develop curriculum refer to APP series. While these positions often supervise staff, they are primarily individual contributors.

Core Duties:

• Lead the planning and operations for programs or functions that have significant business, regulatory and/or technical challenges requiring subject matter expertise.
• Evaluate programs or functions, policies and procedures. Identify issues, and develop alternative solutions which may include changes to programs, policies and procedures.
• Review and analyze trends to advise and develop recommendations to achieve or modify the goals of the program or function.
• Represent the program or function within the department, unit or school. Commit resources and provide information and/or training. Represent the program or function at the university level and/or to external/internal stakeholders and constituencies.
• Manage and contribute to the development of outreach strategy that may include relationship development, communications and compliance.
• May develop and/or oversee budgets; manage finances including monitoring, analyzing, forecasting, and reporting.
• Assess training needs and may develop associated training.
• May direct and/or supervise staff.
  

Minimum Education and Experience

Bachelor’s degree and five years of relevant experience, or combination of education and relevant experience.

Knowledge, Skills and Abilities:

• Demonstrated ability to establish priorities, manage shifting priorities, and handle numerous time-sensitive projects with multiple deadlines.
• Ability to accomplish goals working through formal and informal channels, with diplomacy and tactfulness.
• Demonstrated creativity, problem solving, critical analysis, initiative, judgment and, decision-making skills.
• Demonstrated ability to develop and meet budget goals.
• Demonstrated solid planning and organizational skills.
• Demonstrated ability to work independently and as part of a team.
• Excellent interpersonal, written and oral communication skills.
• Strong relevant subject matter knowledge.
• Ability to direct the work of others, for jobs requiring supervision.