Housing Operations Specialist, Pre-Collegiate Programs

Updated: about 1 month ago
Location: Waltham, MASSACHUSETTS

Details

Posted: 06-May-24

Location: Waltham, MA, US, 02452

Type: Full-time

Salary: Open

Categories:


Academic/Faculty Affairs

Internal Number: 240494618


Job Description Summary

The Housing Operations Specialist (HOS) is a full-time, three year limited term live-in professional staff member responsible for overseeing summer housing, including pre-college programs, and assisting with a variety of academic year housing operations processes. Summer responsibilities will include creating and maintaining housing assignments for both current students and pre-college program attendees, ensuring quality residential experience and customer service, and managing transitional housing between academic year and summer terms. During the academic year, the HOS will work on both day-to-day and major processes such as residence hall opening/closing, damage billing, work order oversight, and housing assignments. This position will utilize housing software (StarRez) to manage occupancy reports and room assignments for both summer and academic year housing. Additionally, the HOS will supervise two graduate student staff members and multiple undergraduate resident assistants as part of Bentleyâ™s pre-college summer program housing, as well as a year-round staff of student front desk assistants in the Residential Center main office. The HOS will be required to live in an on-campus apartment (furnished, 1-2 bedrooms) and serve in the on-duty campus rotation. The Housing Operations Specialist will report directly to the Assistant Director of Housing Operations, with a dotted line to the Associate Director of Housing Operations for summer housing responsibilities.

Essential Duties

Summer Housing (30%)

  • Manage all aspects of summer term housing, including assignment processes, occupancy management, and move-in/out for both traditional Bentley students and pre-college programs.
  • Directly supervise two graduate assistants and a staff of undergraduate resident assistants who will work with students living on campus as part of the pre-college programs.
  • Serve on-call for the Summer Pre-College program, providing guidance and support to on-duty graduate assistant staff.
  • Liaise with other offices such as Pre-College Programs, Conference Services, and Facilities Management to ensure the successful execution of the summer residential experience.
  • Oversee transitional housing between academic year and summer terms (spring-summer and summer-fall), including housing assignments, moving logistics, facilities preparedness, and billing.
  • Coordinate and provide after-hours response for conduct incidents and health/safety concerns related to students living in housing as part of pre-college programs.
  • Serve as the first-line responder to inquiries and concerns from students, families, staff, etc. as it pertains to summer and pre-college program housing.
  • Ensure that all pre-college program housing policies and procedures align with Bentleyâ™s Protection of Minors guidelines.

Academic Year Housing Operations (70%)

  • Oversee front-office and customer service operations for the Residential Center main office to ensure a high-quality customer service experience for all students, families, and visitors.
  • Recruit, train, and supervise a staff of six to ten Student Office Assistants who provide year-round coverage for the main office front desk and phone lines.
  • Ensure the successful processing of daily operations such as room changes, combination changes, roster/vacancy updates, and meal plan changes.
  • Manage the general housing email account for the Residential Center by directing emails to the appropriate staff member, or responding to inquires directly in a timely and accurate manner.
  • Assist with major housing operations processes such as University openings and closings, returning student housing selection, and new student housing assignments.
  • Utilize housing software (currently transitioning from The Housing Director to StarRez) to manage room assignments, occupancy reports, and student information.
  • Run weekly reports of open work orders using Infor software to ensure that work orders are completed swiftly and that student needs are being met.
  • Coordinate and execute health & safety inspections, fire drills, and city inspections for all residence halls each semester.
  • Oversee damage billing during move-out periods, including assessment of damages, processing billing charges, and coordinating appeals.
  • Assist with various departmental initiatives, including RA selection and training,
  • Participate in university wide events such as open houses, new student orientation, graduation, etc.
  • Serve in the Administrator on Duty rotation to provide after-hours crisis and incident response.
  • Assist with Resident Assistant staff supervision and building coverage during times of departmental vacancies.

Minimum Qualifications

  • Masterâ™s degree in Higher Education Administration or related field; or a Bachelorâ™s degree with 1-2 years professional residence life or summer camp experience.
  • Effective analytical skills and the ability to creatively develop solutions related to housing operations processes and systems.
  • Knowledge and continued development of best practices, resources and methods associated with housing operations.
  • High standard of customer service and the ability to apply emotional intelligence when interacting with students and families on matters related to housing.
  • Ability to successfully work both independently and as a member of a team.
  • Successful planning, coordination, organization, problem-solving, and reporting skills, and may also be accountable for independently leading or coordinating projects.
  • Previous supervisory experience of undergraduate and/or graduate students preferred.
  • Effective communication skills, including cross-cultural communication, as well as experience or interest in working with diverse populations.


Work Environment

  • The Housing Operations Specialist will work primarily in an open office environment, where the office suite is shared with multiple other staff members from various departments.
  • This positionâ™s responsibilities include going to the scene of student/facility issues wherever they take place on campus, during both daytime and evening/weekend hours.
  • Climbing stairs and walking down hallways in Residence Halls will be required to accomplish position responsibilities.

Bentley University requires references checks and may conduct other pre-employment screening.

DIVERSITY STATEMENT

Bentley University strives to create a campus community that welcomes the exchange of ideas, and fosters a culture that values differences and views them as a strength in our community.

Bentley University is an Equal Opportunity Employer, building strength through diversity. The University is committed to building a community of talented students, faculty and staff who reflect the diversity of global business. We strongly encourage applications from persons from underrepresented groups, individuals with disabilities, covered veterans and those with diverse experiences and backgrounds.


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About Bentley University
Bentley University is one of the nation's leading business schools, dedicated to preparing a new kind of business leader and one with the deep technical skills, the broad global perspective and the high ethical standards required to make a difference in an ever-changing world. To achieve our goal, we infuse our advanced business curriculum with the richness of a liberal arts education. The results are graduates who are making an impact in their chosen fields and turning their passions into success stories. Located on a classic New England campus just minutes from Boston, Bentley is a dynamic community of leaders, scholars and creative thinkers.
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