Assistant Director, Housing Operations

RISD - Rhode Island School of Design; Providence (RI); On-site; USD 65,000 - 95,000; Full time

Benefits offered by this job

Live-In Position

35 hours/week

12 months/year

Exempt

Job summary

RISD - Rhode Island School of Design seeks an Assistant Director for Housing Operations to oversee all housing assignments, occupancy and related processes for about 1,460 students across undergraduate and graduate programs. This 12-month, live-in role works closely with the Associate Director and Director of Residence Life to ensure smooth move-in/move-out, billing, and compliance.

Responsibilities include managing HMS data, supervising staff and student workers, coordinating safety training,

Qualifications

• Bachelor’s degree or equivalent combination of education/experience.
• Minimum 2 years of full-time, higher education experience, preferably in housing operations.

Responsibilities

• Oversee housing assignments and occupancy with the Associate Director.
• Manage move-in/move-out, room changes, and occupancy records.
• Train and supervise housing operations staff and student workers.
• Serve as on-call live-in Residence Life staff for residents.

Skills

HMS experience

Workday

Staff supervision

Communication

On-call resilience

Education

Bachelor’s degree or equivalent

Tools

StarRez

Workday

Job description

JOB SUMMARY:The Assistant Director for Housing Operations is a full-time, 12-month, live-in professional responsible for the administration and coordination of key housing operations that support the residential experience for approximately 1,460 of RISD’s undergraduate and graduate students. Working closely with the Associate Director for Housing Operations and the Director of Residence Life, the Assistant Director oversees occupancy, room changes, housing systems and records, move-in and move-out operations, and Pre-College housing.This position also supports the safety and effective operation of the residential program through compliance processes, staff training, key and access management, and supervision of housing operations and student staff. The Assistant Director serves as a resource to students navigating both on- and off-campus housing, and collaborates with campus partners to provide a safe, supportive, and inclusive residential experience. This successful candidate will thrive in a collaborative campus environment committed to student development, social equity and inclusion, environmental sustainability, and equitable access to resources and opportunities.ESSENTIAL FUNCTIONS/DUTIES:Housing Assignments and Occupancy:With the Associate Director, manage the planning and implementation of all housing and room selection processes for the academic year, summer, and any specialized student groups.Proposes timelines and communications regarding room assignments to be approved by the Associate Director.Responsible for all educational programming related to housing and room selection as well as running annual Room Selection Housing Tours.Manage housing applications and forms as necessary within the housing management software (HMS)Responsible for facilitating the academic year room changes process. Responds to both routine and sensitive requests from students and campus partners and provides options for room availability. Ensures that room changes are accurately captured in the HMS. Supports the management of the housing waitlist and ensures the readiness of vacant beds.Co-manage the opening and closing procedures with the Associate Director of Housing Operations and the Director of Residence Life regarding Fall Move-In, Spring Move Out, Pre-College Move-In and Move Out.Directly manage all other move-in and move out processes.Train and supervise new student move-in student support staff, including move-in Muscles and various student leaders.Acts as a departmental liaison, alongside the Associate Director of Housing Operations and the Director of Residence Life, for Campus Conferences and Events to ensure that rooms are available and ready for summer occupancy.Pre-College Housing:Plan, implement, and manage the Pre-College student housing assignment processResponsible for functions associated with all housing assignments, billing, and room change rate adjustments during the Pre-College program. Ensure that data is accurately entered and maintained in applicable database systems including the HMS and Workday.Maintain accurate record of occupancy lists in HMS.Collaborate with Disability Support Services, Equity & Compliance, and any other campus partner responsible for granting accommodations as they pertain to housing. Manage assignments which meet accommodations approved through these partner offices.Managing the Housing Software, Record Keeping and Billing:Manage the HMS and ensure that student files and records are updated and accurate.Ensure the readiness of vacant beds throughout the campus to allow for regular and emergency room changes throughout the year.Co-manage the summer operations such as Spring to Summer semester move-over, Summer to Fall semester move-over, and Fall opening room readiness with the Associate Director of Housing Operations and Director of Residence Life.Ensure student housing fees and billing are correct and accurate by conducting regular system audits.Prepare and distribute rosters and occupancy lists to Residence Life staff and partners.Manage the resident vacancy buyout process.Compliance, Communication, and Training:Work with Facilities staff to schedule and communicate with students regarding Fire Alarm testingManage the Environmental Health and Safety (EHS) inspections process and train all Residence Life staff members on the process.Serve as a member of the Safety Committee, providing updates from the Residence Life department on a monthly basisManage the key inventory and train professional staff on day-to-day key management.Assist the Associate Director of Housing Operations with sensitive inquiries such as special student requests, medical accommodations, etc.Responsible for ensuring that pertinent information regarding housing operation information is distributed quickly and efficiently.Create and facilitate training on the HMS to Residence Life staff members and all partners that will need access to the HMS.Provide and monitor user access to the HMS for all necessary partners, and ensure timely removal of users is completed, during off-boarding periods.Responsible for hiring, training, and supervising the full-time housing operations support staff to ensure effective communication and excellent front desk customer service.Responsible for hiring, training, and supervision of a team of approximately 10 student staff Community Monitors who are responsible for supporting in the upkeep of all residential workspaces.In collaboration with other Residence Life staff members, manage social media pages and external communication with key stakeholders including current and potential students, staff, faculty, family members, etc.On Call Rotation:Provides, in rotation with other live-in Residence Life staff, 24-hour, 7-day Residence Life on Call coverage for approximately 1460 residents and follow-up with residents who experience crises.Off-Campus Housing Student Support:Create, develop and provide educational resources and programming for students on how to obtain off-campus housing.Serve as a resource for students who live off-campus and have problems with landlords and/or apartment conditions.Develops and maintains a database of students living off-campus.Updates and maintains website service for off-campus students looking for roommates in apartments, sublets, and other applicable off-campus services.Performs all other duties as assigned.MINIMUM QUALIFICATIONS:Bachelor’s degree or an equivalent combination of experience and education be substituted for the minimum educational requirement.Minimum 2 years of full-time, higher education experience, preferably in housing operations.KNOWLEDGE, SKILLS, AND ABILITIES:StarRez and Workday experience strongly preferred.Must possess strong computer skills, be proficient with Google Suite and Microsoft Office, and have experience working with database systems.Outstanding written and oral communication skills with the ability to communicate effectively and project a professional image in person and in writing.Demonstrated commitment to social justice and ability to build relationships with multiple diverse populations and to handle their needs and requests.Must be able to successfully respond to on-call emergencies - remain calm, consult with supervisors, communicate with families, and document incidents.Must be able to be proactive; work in a fast paced and dynamic environment; maintain confidentiality; troubleshoot and solve problems.Commitment to supporting an inclusive work environment and the ability to work respectfully and effectively across differences in background, role, and perspective.SUPERVISORY RESPONSIBILITIES:This position will supervise one direct report.UnionNoWork ScheduleLive-In Position; 35 hours/week; 12 months per year.Employment StatusFull-Time; ExemptGrade525EXDocuments Needed to ApplyResume (required)Cover Letter (required)Salary Grade StructureIncomplete applications will not be considered. Please upload all required documents.The successful candidate will be required to meet our pre-employment background screening requirements.RISD recognizes inclusion and belonging as fundamental to its learning and working community and integral to an art and design education. We welcome candidates whose experience has prepared them to contribute to this community and to our commitment to excellence. RISD is an Equal Opportunity Employer. Employment decisions are made without regard to race, color, religion, sex, age, national origin, disability, veteran status, sexual orientation, gender identity or expression, genetics, or any other protected characteristic as established by law.For internal use only - Job Family:Student Affairs