Job description

The University Student Housing at MSU, offers a unique, on-campus living experience for students and their families as they focus on their academic success. Managing 18 active on-campus communities (Residence Halls and Apartments) which are the home of up to 6,500 residents. The departmental mission includes provision of reasonably priced living environments which are clean, attractive, well-maintained, comfortable, and include safety features; ensures the orderly and effective administration of the program through efficient management; and provides a learning environment and related co-curricular programs which promote maturity and academic success.

Duties and Responsibilities
Reporting to the Director, the Associate Director of Housing Administration will work with the Director’s vision to develop, implement and provide maintenance of procedures, protocols, and systems for the efficient and effective management of all room assignments for a 6,000 designed bed residential system.

Establishes and maintains administrative procedures and protocols ranging from but not limited to: assignments, occupancy and forecasting, billing and rent collection.
Plan, oversee, and assess the annual renewal and assignment processes for more than 6,000 residents including such processes as application, move in and move out, room swaps, meal plan changes, cancellations, waiting list, appeals, etc.
Ensure the maintenance and functionality of the housing software (StarRez) in coordination with Auxiliaries Services Information Technology Staff.
Serve as lead Interface in collaboration with campus partners from Undergraduate Admissions, Graduate School, Office of Disability Services, International Programs, Athletics, Undergraduate Education, Student Financial Services, etc.
Develop and evaluate policies related to housing administration within the Residence Hall Terms of Occupancy such as financial liability, termination fees, housing eligibility, and occupancy expectations.
Manages the student fees collection process for University Student Housing (USA and Halls).
Establish check-in, check-out, damage billing practices, documentation, and record keeping practices.
Provide guidance on and manage consolidations and mass reassignments related to facility issues, radius policy, or occupancy demand changes.

Responsible to successfully execute the Summer Conference and Break Housing Program.
Liaison with Conference and Event Services year-round to ensure housing and correct billing for conference groups.
Establish and maintain student summer housing practices related to billing, application timeline, eligibility, and room turnover from academic year.
Work with the Director of University Student Housing, the Director of Conference Services and Events, and Legal Counsel to ensure that Safety Plans for Youth Conferences and Sports Camps are in place and are being adhered to by sponsoring groups who utilize residence hall space as a component of their program.
Develops and provides for regular training for all housing staff (full-time and student) on all administrative procedures and protocols (academic year and summer/breaks).
Provides regular analysis of housing data to drive decisions and provide for forecasting for both short and long term strategies.
Directs the University Student Housing’s outreach efforts including MSU Friday, year-round residence hall tour program, Summer Orientation efforts, printed marketing pieces, website content, and social media presence.
Provides day to day over-site of the Housing Central Office functions and responsibilities to ensure excellent customer service and messaging across all area offices.
Direct supervision of 2 Program Managers, and 3 Housing Office Associates with indirect supervision of 2 full-time Housing Occupancy Coordinators and up to 50 student staff.
Coordinates campus-wide move-in and move-out plans for residential students in collaboration with Residence Hall Staff, the Office of the President, and campus partners.
Conduct benchmark research for peer institutions and like-type housing to improve OM processes.
Sitting on the University Student Housing Leadership Team, develops and assesses department programs, initiatives and goals.
Assists as necessary in the campus-wide on-call rotation.
Actively participates as a member of the team while performing other duties in support of the department’s mission.

Required Qualifications – Experience, Education, Knowledge & Skills
Master’s degree in Student Affairs/Personnel, Education, Business, or a related field plus a minimum of five (5) years progressive experience in a residential housing system that includes administrative operations planning and execution or an equivalent combination of relevant education and experience.
Demonstrated success developing and implementing administrative processes for a residential housing system.
Proficient experience researching, compiling, analyzing, and interpreting complex data to assist in making data driven decisions for short and long term goals.
Advanced experience developing and supervising a team.
Progressive experience in marketing, and communications strategy development and implementation.
Substantial experience building and sustaining effective professional and courteous interpersonal relations with diverse internal and external clientele.

Preferred Qualifications – Experience, Education, Knowledge & Skills
Substantial proficiency working in a Windows/Microsoft environment and database systems, including systems like StarRez, Banner, and Maxient.
Experience responding to difficult situations with tact and professionalism.
Leadership experiencing in the hospitality management or conference services fields.

The Successful Candidate Will
Exhibit comprehensive knowledge of a university residential housing operation.
Demonstrated knowledge of undergraduate and graduate student housing trends, needs, and expectations nationwide.
Demonstrate strong and effective communication and presentation skills in front of groups of varying size.
Exhibit effective training techniques.
Demonstrate extensive experience in facilitating change, managing conflict, and problem solving.
Exhibit effective interpersonal skills with the ability to motivate employees to perform at and sustain a high level of quality.
Be sensitive to the needs of residents/tenants and have an extensive knowledge of customer service.
Have the ability to quickly learn and put to use new skills and knowledge brought about by rapidly changing information and/or technology.
Demonstrate expertise in exercising good judgment and making consistent decisions.
Be self-motivated, take initiative, and work independently.
Exhibit logical and creative thought processes to develop solutions.
Exhibit proficient computer expertise.
Demonstrate the ability to make on the spot decisions based on knowledge of state and university policies, procedures, department goals, and objectives.
Have an understanding of federal and state laws pertaining to housing.
Have excellent attention to detail and ability to multi-task while meeting hard deadlines
and capacity to work effectively and efficiently under extreme deadline pressure.

Position Special Requirements/Additional Information
This job description should not be construed as an exhaustive statement of duties, responsibilities or requirements, but a general description of the job. Nothing contained herein restricts Montana State University’s rights to assign or reassign duties and responsibilities to this job at any time.

Preferred possession of a valid driver’s license and meet all State of Montana requirements to operate State/University vehicles. Please do not send a copy of your driver’s license at this time. (If the successful candidate possesses a valid out of state driver’s license, the candidate must obtain a valid Montana driver’s license within 60 days.)
Will work evenings, weekends, long hours, consecutive days during busy periods, and occasional holidays as the school and event schedule demands.
Assists as necessary in the campus-wide on-call rotation.

Physical Demands
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily with or without reasonable accommodations. The requirements listed above are representative of the knowledge, skill, and/or ability required.

Normal office environment.
Occasionally work outside and in inclement weather.

This position has supervisory duties? Yes
Posting Detail Information

Number of Vacancies 1
Desired Start Date Upon completion of a successful search.
Position End Date (if temporary)
Open Date
Close Date

Applications will be:
Screening of applications will begin on January 31, 2023; however, applications will continue to be accepted until an adequate applicant pool has been established.

Special Instructions
Please address the qualifications in your cover letter and resume.

Questions? Please contact Search Support at auxjobs@montana.edu or 406-994-6468.

Diversity Statement

Montana State University values diverse perspectives and is committed to continually supporting, promoting and building an inclusive and culturally diverse campus environment. MSU recognizes the importance of work-life integration and strives to be responsive to the needs of dual career couples.

In compliance with the Montana Veteran’s Employment Preference Act, MSU provides preference in employment to veterans, disabled veterans, and certain eligible relatives of veterans. To claim veteran’s preference please complete the veteran’s preference information located in the Demographics section of your profile.

MSU’s Non-Discrimination Policy and Discrimination Grievance Procedures can be located on the MSU Website: https://www.montana.edu/hr/recruitment/dualcareer.html

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