| Job Summary / Basic Function |
The Assistant Director is a professional staff member of the university who is responsible for providing leadership and direction to a comprehensive program of student learning and development in an area of residential buildings including live-in residents, Community Assistant staff and, where applicable, Graduate Hall Assistants. They will also assist the office of Dean of Students with administrative hearings related to judicial matters and the code of conduct violations for residents that are living within campus housing. Under the supervision and direction of the Assistant Vice President of Residence Life and Housing, the Assistant Director performs a variety of administrative and operational functions associated for the residential buildings as well as responding to emergency/crisis situations.
This is a live-in, twelve-month position, which includes assisting summer camps and conferences.
The Assistant Director position requires that the individual reside on campus and be available to respond to the varied needs associated with supervising students and facilities. Evening and weekend work are part of the scope of the responsibilities associated with the Assistant Director position.
Essential job responsibilities include:
A. 15% Foster growth and student development within the residential community conducive to their academic goals and supportive of the academic mission of Pennsylvania West University, California campus.
- Provide leadership for maintaining a quiet, safe, and comfortable living environment through application of student development practices.
- Provide leadership for the development, implementation, and evaluation of the residential building’s educational and social programming.
- Facilitate bi-weekly town hall meetings for students within the area and provide area programming within the halls assigned
- Conduct formal and informal assessments to determine the changing requests and interests of residents
- Assist with the assigned Living Learning Communities (LLC) within the residential area.
- Collaborate with faculty and staff assigned to the LLC to provide intentional themed programming, support and opportunities.
- Conduct follow up academic progress reports when necessary.
B. 10% Appropriately respond to student concerns and behaviors.
- Consistently enforce University policies, procedures, rules, and regulations and respond promptly to situations that need addressed.
- Provide leadership for staff in responding to university policy violations and providing an educational response to reduce repeat violations.
- Advise and educate students regarding University policies, procedures, rules, and regulations through individual judicial conferences, and referring students to the Dean of Students and Health and Wellness as appropriate.
- Advise, confer, and offer appropriate referrals for students who exhibit academic and personal concerns.
- Respond promptly to community and roommate concerns.
- Meet with approved residents for Comfort Animals to ensure the Comfort Animal policy is understood and followed.
C. 15% Provide supervision to Community Assistants and Graduate Assistants.
- Provide developmental supervision through weekly/biweekly 1:1 and staff meetings for Community Assistants and Graduate Assistants.
- Provide direction for Community Assistants and Graduate Assistants in crisis intervention and conflict management. Assume back-up responsibility to assist with crises and emergencies.
- Supervises Community Assistants to accomplish administrative duties associated with the day to day operations of the residence halls including, but not limited to, reports, room assignments, check-in/out procedures, occupancy records, key control and inventory, assessing charges for damages and/or lost keys and other administrative aspects associated with hall operations.
- Coordinates the scheduling of graduate and undergraduate personnel in the residence halls to ensure adequate coverage is maintained to address routine as well as potential special needs for hall coverage.
- Provide leadership for staff to initiate, implement, and evaluate developmental and community building programs in support of the academic mission and which are conducive to the development of connections between and among residents.
- Provide individual development and support for staff through employee discipline and periodic performance reviews, both formal in informal.
- Approve payroll for student staff.
- Assist with the Community Assistant and Graduate Assistant hiring process.
- Assist in the development of strategies to recruit and retain a diverse staff.
- Assist with the Community Assistant and Graduate Assistant training at the beginning of the semesters and semester in-services.
- Assist with the new CA/GA support training throughout the academic year.
- Assist with programming assessment and monitoring of program evaluation forms.
- Coordinate services and programs in support of university retention efforts.
- Conduct CA discipline process when appropriate.
D. 10% Maintain residential hall administrative and office operations in residence halls.
- Create a professional, friendly and effective customer service driven operational model for the residential hall(s) office.
- Assist in the development of educational materials and manuals for Community Assistants and Graduate Assistant staff.
- Supervise Community Assistants, Graduate Assistant and student office staff to complete administrative tasks necessary for the operation of residential hall offices.
- Ensure the fulfillment of the housing contract by residents within the residential communities.
- Coordinate room changes and room consolidations when necessary for residential communities.
- Enforce and monitor policies and procedures that affect the residential community and office operation.
- Develop and maintain an office hours schedule to meet the needs of the residential communities and Residence Life and Housing.
- Maintain an accurate inventory of all equipment within the residential office and submit requests to the Residence Life and Housing office when supplies are needed.
- Ensure reports, records, assessments, damage billing, and evaluations are submitted within established time frames.
- Work collaboratively with custodial, maintenance, public safety, and other offices and agencies to provide services, support, and programs for residents.
- Monitor the residential community operational budget.
- Work with Computing Services/Campus IT to address all residential and telecommunications issues with the University system.
- Provide leadership, supervision and development for the student Community Assistants and Graduate Assistants.
- Be aware of problems, concerns, and issues related to the residential community office experience and explore possible solutions.
- Prepare all required reports, records and evaluations promptly and accurately as assigned.
- Follow university and CDC policies regarding pandemics
- Conduct occupancy checks at the beginning of semesters
- Send emails to residential areas to address concerns and advertise programs.
E. 15% Assist Dean of Students representatives with judicial concerns for California campus residents.
- Conduct administrative hearings related to potential residence hall violations and/or potential violations of the student code of conduct as assigned by representatives from the Dean of Students.
- Assist with mediations and other forms of conflict resolution for residential students.
- Complete all required annual trainings related to the student conduct process including but not limited to the adjudication of cases, conducting investigations, and use of evidence.
- Administer the judicial system for residents who reside within assigned areas and for other cases as assigned.
- Serve as the adjudication officer for cases at the first level and provide sanctioning and services to residents and students.
- Interpret university regulations and policies, file reports promptly, and make appropriate referrals.
F. 10% Assist with the operation of the residential hall(s) facilities
- Participates in regular building tours to check on facilities.
- Assume responsibility for articulating ongoing facility management needs within residential buildings.
- Make recommendations to the Associate Director of Residence Life and Housing at California for facility improvement projects.
- Review damages of the facilities reported by Community Assistants /Graduate Assistants and accesses appropriate charges based on Residence Life guideline and rates
- Make recommendations to the Associate Director of Residence Life and Housing at California for the cyclical replacement of apartment unit assets, fixtures, floor coverings, window treatments and furnishings.
- Work with the Associate Director of Residence Life and Housing at California to establish long-term goals for facilities, and assist in analyzing and prioritizing maintenance and renovations projects.
- Maintain an accurate inventory of all furniture within the apartment complex.
- Monitor work order system for trends and work with Facilities Department designee to streamline processes and educate students on their role in preventative maintenance.
- Work with Facilities Department designee to ensure student concerns are being addressed, loss of service is reduced to a minimum and communicate with students and staff on maintenance issues.
- Provide updates to residential hall staff manuals and training sessions for students and employees on facility issues and concerns.
- Coordinate, in collaboration with the Associate Director of Residence Life and Housing at California the residential building closing and opening procedures and processes.
- Complete Health and Safety Checks that assures suites and room safety concerns are being addressed and student learning occurs in the process.
- Monitor fire drill records and assure that forms are sent to the University Safety.
- Oversee the custodial work in common areas to ensure facilities are clean and safe.
- Monitor hard key and electronic key check-outs and issues.
- Coordinate regular audits of key cabinets and temporary access cards.
- Maintain safety and security of master keys and submasters.
- Meet biweekly with the AVP of Residence Life and Housing for 1:1.
G. 10%Participate in Departmental Initiatives and Campus Life
- Establish and maintain positive working and collaborative relationships with central office staff, custodial and facility staff, and staff from other offices within the Division of Institutional Effectiveness and Student Affairs.
- Assist in the development of manuals, educational materials, training programs, and procedures for Residence Life.
- Assist with the collection of data for departmental assessment.
- Attend regular staff, department, and/or divisional meetings, and professional development sessions as appropriate.
H. 5%Participate in on-call weekend rotation during the academic year.
- Provide Assistance to Community Assistants and Graduate Assistants during evening hours and on-call weekend rotations.
- Send in any documentations, work orders, call-outs, and reports in a timely manner and as needed.
- Submit Weekend on-call summary.
I. 10% Coordinate operations resident halls for summer camps and conferences
- Work closely with Conference and Events for summer camps housing.
- Shared supervision of summer student staff of Summer Assistants and Graduate Assistants.
- Provide developmental supervision through weekly meetings for Summer Assistants.
- Provide direction for Community Assistants and Graduate Assistants in crisis intervention and conflict management. Assume back-up responsibility to assist with crises and emergencies.
- Provide individual development and support for staff through employee discipline and periodic performance reviews, both formal and informal.
- Provide direction to the Summer Assistants for daily building operations, check-ins and check-outs.
- Schedule Summer assistants for duties and shifts
- Assist with the Summer Assistant hiring process.
- Assist in the development of strategies to recruit and retain a diverse staff.
- Assist with Summer Assistant training at the beginning of the summer and any in-services.
- Work to assist camps, conferences, and dining services.
- Coordinate services in support of university retention efforts for camps and conferences
- Responsible for key inventories and room turnover for facilities and cleaning.
J. Other administrative duties
- May serve on departmental, divisional, or University-wide committees and task forces.
- Perform additional duties and responsibilities as assigned.
- Assist Associate Director and Assistant Directors with their residential areas when not available.
- Create documents/spreadsheets needed for academic year.
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| EEO Statement |
Pennsylvania Western University of Pennsylvania is committed to equal employment and equal educational opportunities for all individuals regardless of gender, gender identity, race or color, ethnicity, national origin or ancestry, age, mental or physical disability, religion or creed, genetic information, affectional or sexual orientation, veteran status, or other classifications that are protected under Title IX of the Education Amendments of 1972, Section 504 of the Rehabilitation Act of 1973, the Americans with Disabilities Act of 1990, and other pertinent state and federal laws and regulations. Direct inquiries to the Title IX Coordinator/Director of Equity and Title IX, 423 Becht Hall 16214-1232; Email [email protected] or phone 814-393-2109. Inquiries may also be directed to the Director of the Office for Civil Rights, Department of Education, 330 Independence Avenue, SW, Washington, DC 20201.
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