Director of Student Housing Operations

Job Description

Job Description

Job Title:  Director of Student Housing Operations 

Reports to: Regional Manager or Regional Vice President

Location: The Daumier at Western University of Health Sciences (Pomona, CA)

Compensation: $95,000.00-$105,000.00 per year (onsite unfurnished 2- bedroom apartment) and competitive benefits package

FLSA Status: Exempt 

Overview

Capstone On-Campus Management (COCM) and the Provident Resources Group (PRG) have formed a unique partnership focused on providing an excellent living experience for graduate Students attending Western University of Health Sciences in Pomona, California. COCM believes that the right Director will be instrumental for the continued success of this partnership. 

Responsibilities

• Provide day-to-day leadership and oversight of staff within the community, ensuring staff understand expectations, meet performance standards, and provide consistent, high-quality service.
• Oversee human resource functions such as benefits, worker’s compensation claims, payroll processing, hiring, training, performance management, and evaluating direct and indirect reporting staff. Staff include professional staff (1 assistant director, 1 office coordinator, 1 maintenance supervisor, and 2 maintenance/custodian staff).
• Exercise sound professional judgment and take ownership of community operations, proactively identifying and addressing issues before they escalate.
• Ensure all reports, budgets, forecasts, communications, and other work products submitted to COCM, the Owner, and University partners are accurate, complete, timely, and appropriately reviewed.
• Coordinate and maintain effective communication with all stakeholders, including COCM leadership, the Owner, University partners, residents, staff, and vendors.
• Build and maintain effective stakeholder relationships through proactive, consistent communication and regular engagement with University and Owner representatives.
• Maintain professional, respectful, and solutions-oriented communication with residents, staff, University partners, Owners, vendors, and COCM leadership.
• Distribute regular status reports about the residential community, including weekly operations and leasing status reports, while appropriately identifying significant issues, trends, risks, and opportunities requiring leadership attention.
• Support and execute leasing and marketing initiatives for the community, ensuring leasing activities and marketing efforts align with occupancy goals and COCM and Owner expectations.
• Provide fiscal oversight by creating, implementing, monitoring, and managing the operating and capital budgets. This includes developing annual budget proposals, presenting budgets to the Owners for approval, ensuring expenditures are appropriate and within budget expectations, planning for unexpected expenses, tracking and approving expenditures, overseeing accounts payable functions, submitting monthly budget variance explanations, and communicating financial performance and concerns with COCM leadership, the Owner, and corporate accounting.
• Review financial statements and budget-to-actual performance regularly, identify significant variances and emerging financial risks, and develop and implement appropriate corrective actions.
• Ensure budget submissions, forecasts, budget variance reports, and other financial materials are accurate, complete, and submitted by established deadlines.
• Oversee resident accounts, delinquencies, collections, and eviction follow-up in accordance with COCM policies, lease provisions, and applicable requirements.
• Administer housing assignments and lease enforcement, ensuring compliance with applicable policies, procedures, and lease requirements.
• Ensure execution of daily facilities maintenance, preventative maintenance plans, grounds, and housekeeping operations.
• Identify vendors and negotiate contracts for services provided, ensuring vendors meet established performance, service, and budget expectations.
• Manage the annual “turn” of apartments between contracts, including coordinating with vendors and staff, monitoring progress, and walking apartments to ensure final preparation is completed prior to move-in.
• Participate in the 24-hour emergency response professional staff rotation while ensuring incidents are appropriately documented, communicated, and followed through to resolution.
• Demonstrate sound judgment, discretion, and de-escalation skills when managing sensitive resident, personnel, financial, and operational matters.
• Ensure compliance with COCM policies and procedures, University requirements, applicable laws and regulations, lease provisions, and Owner expectations.
• Maintain accurate and timely operational, financial, leasing, resident, and facilities records.
• 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 in business or a related field of study.   
• 3-5 years of full-time experience in student housing business operations or property management.
• Experience managing housing contracts/assignments, accounts receivables/payables.
• Experience managing leasing initiatives and collections processes.
• Experience in facilities management or asset management including management of operating and capital budgets. 
• Strong communication and interpersonal skills with the ability to collaborate effectively with students, staff, and campus partners. 
• Proficiency with Microsoft Office and student housing management software. 
• Ability to operate standard office equipment (e.g., copier, computer, telephone). 
• Experience supervising full-time staff. 
• Strong attention to detail and organizational skills. 
• Ability to manage multiple tasks and competing priorities in a dynamic environment.
• Ability to live on-site and serve on-call rotation.
• Ability to lift and/or move up to 35 pounds.
• Ability to work 100% in-office Monday-Friday during posted office hours.

Work Environment

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 in the work environment is usually moderate. 

Physical Demands

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 employment agreement.

The position is required to live onsite or within a predictable 30 minutes of the property. 

Salary commensurate with experience. On-site staff apartment included in compensation package. Competitive benefits package, including health benefits, dental benefits, vision coverage, and 401K. On-site apartment is optional. Must reside 30-minutes of the property due to on-call response.

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.