Assistant Director of Administration - Towson University

Job Description

Job Description

Job Title: Assistant Director of Administration

Reports To: Area Manager

Location: Millennium Hall, Harris Hall & Tubman House at Towson University

Compensation: $60,000.00-$70,000.00 per year 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:

Under the direct supervision of the Area Manager, the Assistant Director of Administration is responsible for overseeing accounts payable, budget management, key management, human resources matters, and coordinating facility management. Projecting a customer-focused, professional image in interactions with all internal and external customers is essential. Maintaining a customer-focused and professional image through in-person, electronic, and telephone communication with all internal and external customers is essential. Position is 100% in-office Monday-Friday during posted office hours.

Duties and Responsibilities:

• Complete payments of all accounts payable invoices received. Liaise with the Facilities Director as needed to track expenses
• Complete the input and payment of accounts payable items prior to approval by the Area Manager
• Keep accurate and organized records of all accounts payable invoices.
• Create end-of-year accounts payable reporting as needed for site owners, stakeholders, and supervisors.
• Serve as a main point of contact for campus partners and site vendors with questions regarding accounts payable/receivable.
• Conduct regular monthly audits of vendor accounts to ensure accuracy for invoice payment completion in a timely manner.
• Maintain correspondence with all vendors as it relates to invoicing or accounts payable items to ensure all COCM accounts remain in good standing and not attain delinquent status for lack of payment.
• Monitor all charge card transactions to ensure proper processing of all transactions. Complete all new vendor setup forms and W-9s when necessary. Also, work with the Area Manager and Facilities Director to track all site expenses and review them during quarterly budget variance meetings and monthly audits.
• Assist with creating and managing operational and capital budgets.
• Complete all research required for the creation of the annual budget writing process.
• Submit regular reports to the Area Manager, such as weekly updates, monthly purchasing card resolution, and others as needed.
• Provide oversight and assistance for administrative functions, including card access, key systems, and security camera systems.
• Complete all property furniture inventory and access control reports annually to be sent to ownership.
• Assist the Area Manager with coordinating human resource-related functions for the overall site. Ensure all new hires have completed background, motor vehicle, and drug screenings, and the I-9 process.
• Assist the Facilities Director and the Leasing Assistant Directors in all aspects of the move-in, move-out, turn, and Summer Conferences processes as needed.
• Assist Licensing office staff with emails, answering phone calls, website updates, etc., during high-volume timeframes.
• Participate in 24-hour management team emergency response rotation. Respond to emergency calls by assessing the situation and determining the best course of action, which may require on-site response on nights, weekends, and some holidays.
• Assist the licensing team with weekly bank deposits.
• Maintain filing system and keep confidential information as needed.
• Maintain an accurate key inventory.
• Track all lockouts and process charges for all lock changes and lost keys.
• Participate in cross-training to understand multiple properties at the site to fill in as needed.
• Other duties as assigned or created.

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 required. Master's degree preferred.
• 3-4 years of experience in on-campus student housing operations, including business operations such as accounts payable, human resources, vendor management, budget management, and business reports.
• Proven ability to manage confidential and sensitive matters with discretion and sound judgment.
• Strong customer service skills with the ability to resolve issues and escalate concerns appropriately.
• Demonstrated organizational, time management, and prioritization skills in a fast-paced environment.
• Excellent interpersonal and communication skills (oral and written).
• Strong computer proficiency, including Word, Excel, Outlooking and other software systems.
• Knowledge or ability to learn student housing software systems.
• Knowledge and understanding of organization structure, workflow, and operating procedures. 
• Knowledge of administrative and clerical procedures and systems such as managing files and records, designing forms, and other office procedures and terminology. 
• Ability to operate standard office equipment, including computers, copier and printer.
• Be able to participate in an after-hours on-call duty rotation and respond to the campus within 30 minutes.
• Ability to move and lift up to 35 pounds.
• Ability to work 100% in-office Monday-Friday during posted office hours.

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. 

This is not an employee agreement.

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

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.