| Department: Residential Services Admin
Salary/Grade: EXS/7 Job Summary: Northwestern University Residential Services is seeking an active, team-oriented leader to join the Operations & Services team as an Assistant Director that will report directly to the Senior Associate Director. To support and enhance the mission of the Division of Student Affairs and Residential Services, the Assistant Director, Operations & Services will be responsible for helping to create and maintain a comprehensive residential environment that is academically and socially stimulating. The AD provides direction and leadership to provide excellent service delivery to the residential community. This position will support the coordination of the housing operations, maintenance, and housekeeping programs in undergraduate and graduate halls. In addition, the position will require significant interaction and cooperation with other units within Residential Services including Budget & Finance, Residential Life, Office of Residential Academic Initiatives, as well as campus partners including Facilities, Risk Management, Student Affairs IT, and Northwestern University IT, along with various contracted services providers and residential students. As a member of the department’s professional staff, AD is involved in leading maintenance leads/supervisors, being the primary liaison for the contracted services provider for maintenance and cleaning, department planning, policy formation, program development. This position will be required to respond to resident requests and needs, ensuring that their needs are provided for and that they are satisfied with the services received. The AD will be responsible for creating, assigning, and tracking work orders. They will communicate updates to the residents, faculty, and staff. The AD will also be responsible for conducting routine inspections of residential buildings and providing support training to other supervisory positions within Operations and Services (e.g. maintenance supervisors) and Residential Services. The AD will need to be proficient is PC/IOS, to respond to emails and submit work orders in a timely fashion and use Northwestern online sharing applications. There are some physical requirements, you must be able to lift heavy loads of 50 lbs. or more, walk through campus housing locations, spend considerable time standing, climbing ladders and stairs. The Assistant Director must be willing to take on whatever new challenges come their way. Specific Responsibilities: - Supervision and Inspection: Through a strong and constant physical presence in the residence halls, supervises, advises, and assists in the planning and recommendation of projects and repairs required to maintain all residential facilities in stellar conditions. Proactively identify and report deferred maintenance items in the residence halls. Supports a preventive maintenance program within the confines of an annual budget. This includes existing building amenities, such as heating, air conditioning, maintenance, and repair of buildings and equipment. Provide follow up and inspections in the graduate apartments, residence halls, and fraternity/sorority houses. Provide routine inspections of vendor-provided services, such as laundry, custodial services, etc.
- Project Planning: Assist with coordination and scheduling of projects. Supports the project team in completing projects. Review, assess, and evaluates the execution of projects regularly. Provides support resources for both planned and unplanned facility improvement, repair, and maintenance projects.
- External Relations: Acts as a liaison between the University and the City of Evanston safety and health officials and other municipal agencies during annual inspections and to correct violations within the given deadline provided by the authority having jurisdiction. Promotes cross-functional work with key stakeholders including but not limited to interactions with operations, engineering, warehousing, customer service, design & construction, sustainability, and various members of facilities management senior leadership. Represent the department professionally and courteously. Provide excellent customer service to students, staff, and faculty and other close campus partners.
- Compliance: Coordinate the environmental health and safety program training with maintenance/custodial staff. Work closely with Greek and Residential Services representatives to insure city codes are within compliance. Manage staff compliance with University and department training projects, including on-boarding training and re-training programs.
- Special Projects: Support the development of goals. The definition, scope, and deliverables of the facility improvement projects. Provide project evaluations and assessment to Residential Services. Oversee inventory and supply tracking, management. Works with Management to assess departmental needs.
- Standardization: Maintain and evaluate compliance requirements, including comprehensive summer inspections and building cleaning; coordinate all building and room inspections and related follow-up in collaboration with residence hall staff and service providers. Provides leadership to influence improvements to all safety practices and procedures.
- Performs other duties as assigned.
Minimum Qualifications: - The minimum qualifications include a bachelor’s degree, or the equivalent combination of education, training, and experience from which comparable skills can be acquired, working knowledge of accounting principles, methods, and techniques.
- Demonstrated experience in project or facilities management, preferably within a university or residential setting.
- Two years' experience in facilities and/or project management.
- Excellent computer skills, especially with spreadsheets and database programs such as Microsoft Excel, Access, and Word.
- Ability to work independently and efficiently, and to meet deadlines; effective communication and organizational skills; and multi-tasking ability.
- Candidates must be able to handle interpersonal communications with tact, courtesy, and discretion.
- Management or supervision experience required
- Valid driver’s license
Minimum Competencies: (Skills, knowledge, and abilities.) - Works effectively in an environment in which the parameters may change daily; adjusts behavior to meet the needs of different people and situations. Excellent time-management and organizational skills
- Proven ability to work with diversity and multi-disciplinary teams
- Knowledge of budgeting, bookkeeping and developing reports
- Must possess a valid driver’s license.
Preferred Qualifications: - Customer service standards and procedures.
- Business management principles and practices.
- Financial/business analysis techniques.
- Organizational structure, workflow, and operating procedures.
- Staff hiring procedures.
Preferred Competencies: (Skills, knowledge, and abilities) - Tech-savvy, proficient in MS Office, Excel, and PowerPoint.
- Strong knowledge of financial terms and principles. Ability to calculate simple figures such as percentages.
- Ability to perform intermediate level mathematical functions and calculations.
Northwestern University is an Equal Opportunity, Affirmative Action Employer of all protected classes, including veterans and individuals with disabilities. Women, racial and ethnic minorities, individuals with disabilities, and veterans are encouraged to apply. Hiring is contingent upon eligibility to work in the United States.
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