Manager, Residence Administration

University of British Columbia - Kelowna, BC (30+ days ago)

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Job Posting

Job ID:
36780

Location:
Kelowna - UBC Okanagan

Employment Group:
Management&Professional (AAPS)

Job Category:
Conf, Accomm, Cerem & Events

Classification Title:
Conf,Accom,Ceremonies, Level C

Business Title:
Manager, Residence Administration

VP/Faculty:
UBCO-AVP Finance & Operations

Department:
UBCO - Housing & Conferences

Salary Range:
$72,128.00 (minimum) - $86,587.00 (midpoint) - $103,910.00 (maximum)

Full/Part Time:
Full-Time

Desired Start Date:
2020/04/16

Job End Date:
2021/04/30

Funding Type:
Budget Funded

Other:
Leave Replacement

Closing Date:
2020/02/19

Available Openings:
1

Guiding principle: "Midpoint" of the hiring salary range means the individual possesses full job knowledge, qualifications and experience.

Job Summary

This position is responsible for the organization, management, coordination and supervision of administrative services for student housing and meal plans managed by Student Housing and Hospitality Services, including applications, assignments, and rent/fee collection, front desk services and communication. This position builds, motivates and leads an administrative staff team responsive to student and organizational needs, committed to service excellence and a culture of care that supports student learning and success. Acts as a senior member of the SHHS team on the Okanagan campus to effectively communicate information, resolve challenges and establish leadership direction.

Organizational Status

Reports to the Director, Business Operations. Supervises the Front Office Manager, 4 full time administrative clerks, 3 part-time administrative clerks and 8 seasonal front desk staff. Works closely with Residence Life, Conferences & Accommodations, Maintenance Services, colleagues at the Vancouver Student Housing and Hospitality Services operation, campus partners and external service providers.

Work Performed

1. Reviews, develops, and implements administration systems by:
  • Creating and managing application and assignments processes and it interface with front desk services for the SHHS operation including all student financial transactions. Ensuring systems and processes support transitions in the annual business cycle.
  • Recommending and facilitating strategic assignments to support university and departmental goals.
  • Recommending changes to departmental operating policy; ensuring that admissions policies and practices remain current and adhere to legal principles.
  • Assessing admission, assignment and service practices to identify gaps in services.
  • Identifying strategic opportunities and taking initiative to develop innovative and responsive services and protocols.
2. Oversees administration and delivery of services by:
  • Developing and implementing administrative systems related to the application/assignments process and services for the SHHS operation including all student financial transactions. Ensures systems and processes support transitions in the annual business cycle.
  • Reviewing and recommending solutions and responding to requests or complaints from students or the community related to residence admissions, assignments, services and communications.
  • Administering student fee collections, deposits and refunds for housing and meal plans
  • Ensuring maximum occupancy for student housing.
  • Initiating and administering residence eviction procedures as required.
3. Collaborates with the external and internal community by:
  • Developing productive and collaborative working relationships with other department and university offices regarding residence admissions, assignments and services including Recruitment, International Programs and Services, Aboriginal Programs and Services, Students Services and others.
  • Administering communication and contact with the external contract provider for Housekeeping Janitorial services including assignment of work.
  • Meeting regularly with peers and supervisor to plan and recommend new procedures, develop new and enhanced services for department wide matters.
  • Participating on University and related committees as required.
  • Collaborating with other managers within the department in coordinating the smooth transition of operations between student residences and the Conferences and Accommodations team in April and August each year.
4. Responsible for marketing materials by:
  • Reviewing and coordinating all marketing materials related to housing managed by the department, with the objective of maximizing occupancy and promoting student learning and success. Recommending key marketing messages. Ensures communication meets departmental standards.
  • Reviewing and approving all broadcast communications from the residence administration staff before release. Ensures all communication meets departmental standards.
5. Oversees the budget by:
  • Ensuring that revenues and refunds are correctly reconciled and that financial control and protocols are adhered to.
  • Preparing budget estimates and authorizes expenditures for administrative functions of the student housing operations.
  • Collecting and analyzing data to forecast application, offer, and acceptance and assignment cycles to accurately inform related departmental decisions.
6. Responsible for recruitment processes by:
  • Hiring, training, motivating, coaching, supervising, evaluating, disciplining up to and including termination of staff as required. Ensures compliance with UBC and UBC Student Housing and Hospitality Services HR standards and procedures.
  • Initiates, develops and coordinates training program for services staff. Facilitates programs and writes training material as required.
  • Ensures all employees work in a correct, safe manner and are trained in regards to all necessary safety and environmental regulations, standards and practices and procedures. Ensures safety practices are in compliance with applicable WorkSafeBC regulations, UBC Student Housing and Hospitality Services policy and UBC policy.
7. Carries out any other related duties as necessary in keeping with the qualifications and requirements of the job.

Supervision Received

Reports to the Director, Business Operations. Works independently in accordance with general directives and goals. Work is reviewed in terms of achievement of goals and overall effectiveness in management of services.

Supervision Given

Manages 1 manager, 4 full time clerical staff, 4 part time clerical staff and 8 seasonal clerical staff.

Consequence of Error/Judgement

Poor judgement or decisions may compromise resident's safety and security. Failure to maintain policies and standards could result in loss of revenue, poor public relations, loss of property, loss of prestige and potential legal ramifications for the University.

Qualifications

Two year diploma in Hotel Management, Hospitality, Tourism, or Event Management. Two year diploma in Hotel Management, Hospitality, Tourism, or Event Management and four years related experience or the equivalent combination of education and experience. University degree or property/hospitality accreditation from a recognized post-secondary institution preferred. Minimum of four years experience or the equivalent combination of education and experience. Managerial experience in a unionized environment preferred. Experience with budgeting and sales. Experience with automated accounting or data management systems and knowledge of basic accounting principles. Effective oral and written communications, leadership, training, conflict resolution, and organizational skills. Ability to effectively use at an intermediate level. (e.g., Outlook, MS Word, MS Excel). Ability to work effectively within a team environment and collaborate with others. Ability to work under pressure and meet deadlines. Knowledge of relevant legislation i.e. Residential Tenancy Act.

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Equity and diversity are essential to academic excellence. An open and diverse community fosters the inclusion of voices that have been underrepresented or discouraged. We encourage applications from members of groups that have been marginalized on any grounds enumerated under the B.C. Human Rights Code, including sex, sexual orientation, gender identity or expression, racialization, disability, political belief, religion, marital or family status, age, and/or status as a First Nation, Metis, Inuit, or Indigenous person.

All qualified candidates are encouraged to apply; however Canadians and permanent residents will be given priority.