Assistant Director of Housing Operations

Job Description

Job Description

Job Title: Assistant Director of Operations

Reports To: Director for Operations and Administration

Location: The Heights at Montclair State University, Montclair NJ

Compensation: $65,000-75,000 per year, on-site 2-bedroom apartment and 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:

The primary responsibility of the Assistant Director of Operations is to assist with the administrative and facility management of The Heights at Montclair State University, an on-campus student housing community comprised of two complexes and approximately 2,000 resident students. Areas of responsibility include, but are not limited to project management, purchasing, inventory control, inspections, technology management, access control, team supervision, and communication with residents, vendors, University personnel, and other outside parties. The Assistant Director position is fully in-person and is required to live on-campus in an apartment provided to maintain management presence and to aid in emergency response.

Essential Duties and Responsibilities are as follows:

• Maintains appropriate inventory levels and ensures the maintenance shop and storage areas remain organized and efficient.
• Orders, receives, and tracks custodial supplies, maintenance materials, parts, and furniture with supervisor approval.
• Maintains accurate records and audits of site equipment, inventory, and operational assets.
• Manages the electronic work order system, including creating, assigning, updating, and reporting on service requests, while ensuring timely completion of all non-emergency work orders.
• Administers key and access control systems, maintains accurate key inventory records, and coordinates key preparation for move-in and move-out.
• Conducts regular community inspections and communicates identified issues to appropriate parties for follow-up.
• Coordinates move-in and move-out logistics, including unit inspections, Room Condition Reports, work order creation, and key distribution.
• Performs unit damage inspections, coordinates damage billing for resident and common areas, and maintains documentation to identify recurring trends.
• Assists in managing a responsive facilities program focused on service excellence, preventative maintenance, efficient custodial operations, and reduced callback volume.
• Supports planning and execution of preventative maintenance schedules, facility improvement projects, and seasonal operational initiatives.
• Assists with Summer Conference operations and facility readiness in accordance with university goals.
• Provides day-to-day supervision of Maintenance Technicians and Custians in the absence of the Assistant Director for Facilities or Director.
• Implements, evaluates, and maintains sustainable operational practices, including compiling data and records for reporting and compliance needs.
• Coordinates with external vendors to support supply procurement, repairs, and service needs.
• Reviews operational procedures regularly and recommends process improvements to leadership.
• Participates in a 24-hour emergency response rotation, responding to incidents, assessing situations, coordinating appropriate action, and documenting outcomes.
• Hires, trains, supervises, and evaluates the Office Coordinator and seasonal student maintenance assistants.
• Other duties as assigned

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Bachelor’s degree.
• 2-3 years of experience in property management.
• Comfort and confidence in managing confidential crisis issues.
• Effective skills in customer service, leadership, and organization.
• Strong interpersonal, communication skills, computer competency, and the ability to work with a diverse population.
• Critical thinking, organizational and problem-solving skills.
• Ability to develop collaborative relationships with University partners.
• Ability of move/lift up to 35 pounds
• Ability to live on site and serve on-call rotation

Preferred Qualifications:

• Bachelor’s degree in business or related fields
• 2-3 years of experience as a full-time professional in student housing administration/operations.
• Experience supervising full-time employees
• A comprehensive understanding of student development and campus housing operation
• Experience working with a diverse group of students.

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 35 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.

Capstone On-Campus Management (COCM) is an employee-owned leader in student housing, managing over 35,000 beds across 40+ campuses nationwide. Built on a foundation of integrity, service, and community, COCM offers a collaborative and rewarding environment where team members are empowered to grow, make an impact, and share in the company’s success through ownership.

This is not employment agreement.

Competitive benefits package, including health benefits, dental benefits, vision coverage, and 401K.

If you are unable to submit an application 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.