Assistant Director, Housing Operations and Facility Services

University of Miami; United States; On-site; USD 90,000 - 120,000; Full time

Job summary

The University of Miami seeks an Assistant Director of Housing Operations and Facility Services to lead the daily operations of its residential building portfolio. You will coordinate maintenance, housekeeping, landscaping, pest control, inspections, and inventory, partnering with University Facilities, Operations & Planning and contracted providers.

You will supervise 6-8 student employees, schedule inspections, and ensure move-in readiness while coordinating the Cruise Ship Move-In program

Qualifications

• Minimum of three (3) years of full-time experience in college/university housing operations.
• Experience coordinating maintenance, housekeeping, or contracted services.
• Strong organizational, analytical, communication, and problem-solving skills.
• Ability to manage multiple priorities and respond to time-sensitive facilities concerns.

Responsibilities

• Lead day-to-day operations of the residential building portfolio with facilities partners.
• Oversee maintenance, housekeeping, landscaping, pest control, inspections, and inventory.
• Directly supervise student staff and coordinate move-in/move-out readiness.
• Manage Cruise Ship Move-In program with vendors and campus stakeholders.
• Monitor work orders in Salesforce and ensure timely resolutions.
• Support budget planning and forecast related to housing operations.
• Serve as on-call crisis responder after hours and during emergencies.

Skills

Organizational skills

Analytical thinking

Communication skills

Problem-solving

Education

Bachelor's degree in Facilities Management or related field

Master's degree preferred

Tools

Salesforce

Job description

General Description (Purpose and Function)

The Assistant Director of Housing Operations and Facility Services lead the day-to-day operations of the University's residential building portfolio. This position holds primary ownership of the physical condition and readiness of all residential spaces, including maintenance, housekeeping, landscaping, pest control, inspections, repairs, furniture, equipment, warehouse and inventory operations, and deficiency resolution, in partnership with University Facilities, Operations & Planning “FOP”, contracted service providers, and other campus partners. Manages the day-to-day coordination, inspection scheduling, and corrective action follow-up within assigned areas. Oversees planning, coordination, and execution of the Cruise Ship Move-In program within established departmental and University parameters. Reviews and approves all warehouse inventory orders submitted by the Housing Operations Manager prior to placement.

Primary Duties and Responsibilities

Leads Housing's day-to-day operations across the residential portfolio in partnership with Facilities, Operations and Planning “FOP” and contracted service providers. Areas of oversight include: Coordination of maintenance and repairs for all residential buildings, living units, study rooms, classrooms, public areas, lobbies, offices, and staff and faculty apartments. Environmental Services which include housekeeping and custodial services across all residential buildings, landscaping and grounds maintenance for residential areas, pest control and extermination program implementation and monitoring. Laundry services and vending operations vendor coordination. Directly supervise, schedule, and evaluate approximately 6 to 8 student employees, or more depending on operational needs, assigned to support operations. Jointly develops and maintains inspection schedules, room readiness timelines, move-in and move-out inspection calendars, and warehouse inspection schedules in collaboration with the Housing Operations Manager. Conducts both formally scheduled and operationally triggered inspections of residential rooms, common spaces, offices, staff and faculty apartments, exterior areas, and other Housing areas. Verifies completion of assigned maintenance work, cleaning, repairs, furniture installation, and other corrective actions before affected spaces are considered move-in ready. Monitors housing work orders entered to ensure appropriate response times, completion rates, recurring concerns, and unresolved items requiring escalation. Serves as the Housing and Residential Life point of contact for this platform, coordinating with FOP regarding system access, reporting needs, and platform-related concerns. Manages and leads all aspects of the Cruise Ship Move-In program in conjunction with the off-campus vendor and campus stakeholders to execute contracted services. Coordinates building preparations supporting student move‑in and move‑out, jointly developing move‑in and move‑out inspection and readiness schedules with the Housing Operations Manager. Administers and develops assessment program of our work order system reporting for campus stakeholders to ensure satisfaction and operational efficiencies. Monitors and responds to all residential maintenance cases in Salesforce platform. Works with University FOP, Environmental Health & Safety, and other appropriate partners when moisture intrusion, water intrusion, indoor environmental conditions, or similar room concerns arise and works to address and resolve in a timely manner. Manage Housing warehouse operations and all inventory ordering. Maintains appropriate inventory controls and records to provide reasonable visibility into items available, deployed, stored, transferred, or requiring replacement. Monitors the condition, placement, and operational readiness of furniture and assigned equipment throughout the residential portfolio and conducts damage assessments. Manages services for live‑in professional staff and faculty apartments including but not limited to Routine maintenance and repair concerns, inventory and other needs. Supports the Director in annual and long-range strategic planning by working with Housing staff and campus partners to identify and document residential maintenance needs. Leads Department’s day‑to‑day involvement in assigned renovation, construction, and capital improvement projects. Manages assigned vendor and contracted service relationships, including but not limited to housekeeping, grounds, pest control, laundry, vending, moving services, furniture, Cruise Ship Move‑In vendor, and other housing related services. Serves as a primary point of contact for student and parent concerns related to room and building conditions, maintenance, housekeeping, and other physical plant issues within the residential portfolio. Maintains active working relationships with University partners necessary to support and champion Housing operations. Monitors current operational expenses within assigned housing areas and provides the Director with regular expense reports and forecasting information to support budget planning and decision‑making. Serve in a crisis on call to respond to urgent building concerns after business hours and on weekends. This position is designated as a Tier 1 Essential Employee. In the event of a hurricane, severe weather event, or other declared University emergency, the Assistant is required to report and remain available before, during, and after the emergency to support Housing preparedness, response, and recovery operations regardless of University operational status.

Education Requirements (Essential Requirements)

Bachelor's degree in Facilities Management, Business Administration, Higher Education, Construction Management, or a related field. Masters degree preferred.

Work Experience Requirements (Essential Requirements)

Minimum of three (3) years of full‑time, progressive professional experience in a college or university housing and residential operations setting or similar applicable experience. Demonstrated experience coordinating maintenance, housekeeping, or contracted services. Strong organizational, analytical, communication, and problem‑solving skills. Ability to manage multiple priorities and respond effectively to time‑sensitive facilities concerns. Experience coordinating vendor relationships and monitoring contracted service delivery. Experience developing or contributing to operational policies, procedures, or service standards.

Preferred Work Experience

Familiarity with large‑scale event coordination or move‑in operations in a residential setting. Familiarity with renovation, construction, and capital improvement project coordination. Knowledge of environmental health and safety standards applicable to residential facilities. Experience with warehouse operations, inventory management, and asset tracking. Familiarity with sustainability initiatives and environmentally responsible operations practices. Experience with case management or customer service platforms such as Salesforce. Experience designing, distributing, and analyzing service quality surveys. Experience tracking and reporting on facilities performance metrics and service delivery data.

About the University of Miami

The University of Miami is recognized as one of the nation’s premier research institutions and academic health systems and is among the largest employers in South Florida. With more than 20,000 faculty and staff, the University is committed to excellence and guided by a mission to positively impact the lives of students, patients, and communities locally and globally. We are dedicated to fostering a culture where every individual feels valued and empowered to contribute meaningfully. United by shared values, the University community works together to build an environment defined by purpose, collaboration, and service. The University of Miami is an Equal Opportunity Employer. Applicants and employees are protected from discrimination based on certain categories protected by Federal law.

Job Status: Full time Employee Type: Staff

The mission of the University of Miami is to transform lives through education, research, innovation, and service. A vibrant and diverse academic and healthcare community, the University of Miami and the University of Miami Health System ("UHealth") have rapidly progressed to become one of the nation’s top research universities and academic medical centers in the nation. The University comprises 12 schools and colleges serving undergraduate and graduate students in more than 350 majors and programs. Visit welcome.miami.edu/about-um to learn more about our points of pride. The University ranks No. 55 on U.S. News & World Report’s 2022 Best Colleges list and ranked No. 49 in the 2022 Wall Street Journal/Times Higher Education College Rankings. Bascom Palmer Eye Institute is ranked the #1 eye hospital in the USA and offers some of the nation's premiere eye doctors to treat every eye condition for adults. Sylvester Comprehensive Cancer, part of the Miller School of Medicine, received the prestigious National Cancer Institute designation in 2019. The University of Miami and UHealth have also ranked among the Forbes Best Employers and Best Employers for Women on several occasions, most recently in 2022. With more than 17,000 faculty and staff, the University strives for excellence, and is driven by a powerful mission to transform and impact the lives of its students, patients, members of the community, and people across the globe.