Job Title: Assistant Director of Operations

Reports To: Director for Facilities

Location: East Stroudsburg University - Sycamore Suites and University Ridge Apartments, East Stroudsburg, PA

Compensation: $50,000.00-$55,000.00 and a comprehensive benefits package

FLSA Status: Exempt

Company Information:

Capstone On-Campus Management (COCM), with headquarters in Birmingham, Alabama, is a group of student housing professionals focused exclusively on the management of housing communities owned by non-profits and/or highly affiliated with a university.

Summary:

Reporting to the Director of Facilities; the Assistant Director of Operations is primarily responsible for assisting with daily operations, facilities administration, account management & relations, office coordination, and developing a student-centered approach to operations. The ideal candidate will have proven customer service skills with all stakeholders (university partners, parents and students), experience with facilities management including managing work order processes and scheduling experience for facilities projects, possess strong administrative and organizational skills while developing policies and procedures for the residential community.

Essential Duties and Responsibilities are as follows:

• Maintains proper levels of inventory and assists with organization of maintenance shop and storage.
• Orders, receives, and tracks all custodial and maintenance supplies as needed with supervisor’s approval.
• Orders, receives, and tracks all parts and furniture as needed with supervisor’s approval.
• Maintains an audit of all site equipment.
• Ensures the completion of all non-emergency service requests.
• Creates, distributes, and updates the status of work orders in electronic request system.
• Generates and distributes work order reports.
• Administers all key systems and access control systems with management’s scope of responsibilities. Maintains records and oversees key inventory. Coordinates preparation of keys for move-in/out.
• Conducts regular inspections of the community. Notifies appropriate parties regarding issues found during inspection.
• Coordinates move-out inspections, Room Condition Reports, and work creation from the reports.
• Coordinates damage billing for common areas and resident spaces. Maintain accurate records and documents necessary trends as they arise.
• Assists supervisor in managing a responsive facilities management program including quick response time, low call back volume, an aggressive preventative maintenance program, and a well-regulated custodial program.
• Assists with Summer Conference goals as determined by the university.
• Assists with coordination of all aspects of move-in and move-out processes.
• Assists with supervision of the Maintenance Technicians and Custodians in the absence of the Maintenance Supervisor and/or Director.
• Liaise with outside vendors for supply and service needs including contract negotiations.
• Coordinate all office operations, accounts payable / receivable, filing and file audits.
• Assists in responsibilities for data entry; generating regular and recurring reports; maintaining up to date files. Takes part in regular review and audit of policies and procedures.
• Assist with staff recruitment, selection, training, evaluation, and policy enforcement.
• Participate in development, monitoring and management of the site-operating budget.
• Assists in maintaining policy and procedure manuals
• Takes part in regular safety and compliance audits.
• Assists in capital projects, asset management, and scheduling/coordination
• Assist in creating a student-first atmosphere in the community.
• Assist in developing procedures, policies, and training for staff to achieve the highest standards of customer service.
• Participates in 24-hour emergency response rotation. Responds to emergency calls by assessing the situation and determining the best course of action. Documents incidents.
• Other duties as assigned.

Education and Experience:

• Bachelor’s degree in business or related field.
• 1-2 years full-time experience in student housing, facilities operations, or property management.
• Must have comfort and confidence in managing confidential crisis issues.
• Must possess effective skills in customer service, group facilitation, leadership, and organization
• Must possess strong interpersonal, and communication (oral and written) skills, computer competency (Word, Excel, content management systems, etc.), and the ability to work with a diverse population.

Must be a team player. We all must work together as we strive to provide the best service possible for our residents & campus community.

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The work environment is mid-to-high paced. The noise level is usually moderate.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel and talk or hear. The employee is frequently required to walk, climb stairs and reach with hands and arms. The employee is occasionally required to stand and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and distance vision. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Competitive benefits package, including health benefits, dental benefits, vision coverage, and 401K. Salary commensurate with experience.

Applicants must be able to pass a pre-employment background check and drug screening.

If you are unable to apply because of incompatible assistive technology or a disability, please contact COCM Recruitment from our website. We will make every effort to respond to your request for assistance as soon as possible.

To provide equal employment opportunities to all individuals, employment decisions at Capstone On-Campus Management (COCM) will be based on qualifications and abilities. COCM does not discriminate in employment opportunities or practices on the basis of race, color, religion, sex, national origin, age, disability, sexual orientation, marital status, veteran status, or any other characteristic protected by law.