Associate Director for Operations

Company: University of Wisconsin
Location: La Crosse
Posted on: March 17, 2023

Job Description:

Under the general direction of the Director of Residence Life, the Associate Director for Operations provides direct management responsibility for the daily administration of housing operations and access, administering the academic year housing application, licensing, and assignment process for over 3,000 students and collection of housing fees; Serves as primary Business Manager for department including forecasting and projections and procurement of a $15M budget; Oversees departmental business processes associated with human resource processing and payroll; Responsible for promoting housing, including academic year, summer and special programs. Responsible for the overall management of Conference Services including marketing, sales, room reservations, supervising summer conference assistants, and coordinating daily linen and food service.

In addition to primary job responsibilities Associate Directors provide overall leadership, coordination, collaboration and direction for all Residence Life initiatives, services, and operations. Associate Directors contribute to the vision, mission and guiding principles through participation in strategic planning, department goal setting and determining priorities. Associate Directors also have shared responsibility for supervision and development of all full-time staff within the department.

Duties/Responsibilities:

Budgetary/Fiscal Responsibilities (60%)

--- Provide leadership, direction, and supervision of the general business functions of Residence Life. --- Serve as primary budget manager for department; manage 30+ account funds within the management system; review and audit transactions and transfer funds to ensure accurate accounting; review and approve all hiring/payroll documentation and content --- Responsible for knowledge of university and system procurement standards and practices; assure all departmental purchases are aligned with policies. --- Establish rate and budget projections for approval from Budget Office. --- Lead departmental procurement, reimbursement, and payroll processes.
- Work with departmental Associate Directors (Training and Development and Facilities) to establish appropriate budget monitoring, forecasting, spending, and reporting procedures. --- Prepare purchasing documents and route/approve as necessary. --- Establish on-going contracts with service vendors and approve funding. --- Utilize WISER budget management database to review department spending and manage department sub account transactions. --- Access ShopUW+ catalog vendor platform to initiate purchase requisitions, monitor purchase orders, send direct payments, and order contracted vendor supplies. --- Contribute to long range and short-term remodeling and renovation of residence hall facilities as it pertains to budget management, occupancy forecasts and student needs. --- Coordinate any special permission procurement arrangements between UWL Business Services and Residence Life, including annual review and renewal of agreements.

Operations Management (40%)
--- Supervise, support and evaluate 4 full-time and 5 paraprofessional staff in the areas of business and event operations, mail services, and department-specific processes within marketing and communication, human resources, and technology services. Provide guidance and roadmap for achieving departmental goals. --- Responsible for occupancy and revenue generation through the development and implementation of effective inventory control, capacity options, room and building assignments, marketing strategies, data analysis and reliable forecast models.
- Responsible for providing oversight of main office operations ensuring quality customer service as well as efficient and effective systems in the delivery of services. --- Provide oversight for the management of conference and event services program, including developing fee structures, creating contracts and staffing. --- Assist with the hosting of the annual WIAA State Track & Field meet at UWL , including oversight of the housing reservations process, housing assignments, communications to housing guests, and team billing and payment collection. --- Collaborate with departmental and divisional partners to advocate for housing needs such as: safety and security, facilities use, admissions and orientation programs, maintenance and capital projects, parking and transportation, information and technology, and food services and amenities. --- Facilitate annual review and updating of housing contract. --- Oversee departmental website and external communications, including social media. --- Provide guidance for functional responsibilities to support departmental technology needs including equipment/inventory and database management. --- Serve as primary vendor contact for all non-facilities related external partners; serve as secondary vendor contact for facilities related external vendors.
- Provide training and professional development for departmental staff in the areas of operations and business services. --- Develop and uphold equitable policies that guide the overall business management and operations of Residence Life. --- Provide support for areas within departmental operations when there are vacancies. --- Serve as a member of the departmental leadership team and assist with departmental functions as determined by supervisor. --- Serve as primary authority of lessor and lessee agreements for non-residential guests and live in staff, to include lease agreements/policies, payment plans, and pet approval process. --- Serve as the Housing Contract Cancellation Appeal Officer. Maintain knowledge of computer systems under area responsibility, including StarRez, PeopleSoft, ShopUW+, UWL website editing, Qualtrics, and CBORD card access. Position Type Staff/Administrative Pay Basis Annual FLSA Exempt Contingent Upon Funding No Is this position eligible for employment sponsorship, (H1B or PERM)? No Required Qualifications

• Master's Degree in Student Affairs, Business or related field.
• Five (5) years+ progressive experience within Residence Life.
• Demonstrated abilities in fiscal management and responsible stewardship.
• Knowledge and experience in the use of Microsoft Office Suite including MS Word, MS Excel, MS PowerPoint.
• Excellent oral and written communication skills and practices. Preferred Qualifications
  • Previous work in residential operations and budget management.
  • Previous work managing residential software program.
  • Demonstrated supervisory and training skills necessary to direct the work of others, effectively resolve performance concerns, and evaluate performance standards.
  • Ability to effectively deal with stressful situations such as responding to urgent or emergency situations involving system failures or personnel issues.
  • Ability to work independently and in a team or group setting.
  • Ability to meet and work effectively with people across multiple levels of the organization.
  • Ability to use discretion and good judgement regarding confidential information.
  • Ability to multi-task and coordinate multiple projects.
  • Strong attention to detail with high organizational skills in a fast-paced office environment. Physical Demands Reasonable Accommodations
    UWL provides reasonable accommodations to qualified individuals with disabilities who are employees or applicants for employment. Employment opportunities will not be denied because of the need to make reasonable accommodations for a qualified individual with a disability. If you need assistance or accommodation in applying because of a disability, please contact hrinfo@uwlax.edu or 608.785.8013. This job announcement and other material on this site will be made available in alternate formats upon request to an individual with a disability.
    
    All position descriptions are required to provide physical demands and working condition/environment and may not be published in the job announcement. For information on the physical demands and/or working conditions/environment for this position, please contact Human Resources at hrinfo@uwlax.edu or 608.785.8013. Working conditions and environment
    • Requires a great deal of computer work and sitting.
    • Evening / weekend hours throughout the year and especially during residence hall move-in, residence hall closing, opening and closings, or other major events.
    • Physically be able to work in various environments without adverse physical reaction, e.g.; within extreme temperature ranges; in hot, noisy, dirty or dust-filled areas; at heights above 30 feet, etc.
    • Manage fast-paced office environment with frequent interruptions and multiple priorities. Information about your benefits Your benefits add an additional 40%+ to the overall financial package from the university.
      Highlights include:
      
      
      • excellent flexible health insurance with low co-pays and good coverage.
      • paid holidays and sick days.
      • sick leave may be converted at retirement to pay for health insurance post-work at UWL .
      • after 5 years of employment, you become vested in our retirement system which ensures income post-career.
      • benefits at UWL are highly competitive with local industry and some of the strongest in state and nation. Learn more at: https://www.uwlax.edu/globalassets/offices-services/human-resources/benefits-info/2022-quick-guide-faasli.pdf
        
        Benefit eligibility is determined at point of hire. This information is provided for illustrative purposes only. Benefits are also pro-rated based on the appointment percentage. Information about UWL and the Surrounding Region The University of Wisconsin-La Crosse (UW-La Crosse) provides a challenging, dynamic, and diverse learning environment in which the entire university community is fully engaged in supporting student success. Grounded in the liberal arts, UW-La Crosse fosters curiosity and life-long learning through collaboration, innovation, and the discovery and dissemination of new knowledge. Acknowledging and respecting the contributions of all, UW-La Crosse is a regional academic and cultural center that prepares students to take their place in a constantly changing world community. For more than a decade UW-La Crosse has been named one of Kiplinger's 100 Best Values in Public Universities and has appeared prominently on the U.S. News & World Report list of "America's Best Colleges" for more than 15 years, and is ranked #4 on its list of the Best Regional Public Universities in the Midwest. With a student population of roughly 10,500, the university offers 91 undergraduate programs, 21 graduate programs, and 2 doctoral programs through the following three colleges, the College of Arts, Social Sciences, and Humanities, the College of Business Administration, and the College of Science and Health, as well as the School of Education. There are over 600 full-time faculty and instructional academic staff, 75 percent of whom hold terminal degrees. UW-La Crosse boasts a retention rate (freshmen returning as sophomores) of 84 percent, graduation rate (degree within six years) of 70 percent, and is among only 12 institutions cited nationally by the American Association of State Colleges and Universities for its success in linking campus culture and university leadership to outstanding graduation rates. UW-La Crosse's strategic plan Sustaining Excellence continues to move our community forward through its four pillars: increasing community engagement, achieving excellence through equity and diversity, investing in our people, and advancing transformational education. More information about the ongoing work of Sustaining Excellence is available at www.uwlax.edu/info/strategic-plan . The UW-La Crosse campus is in southwestern Wisconsin, nestled in a residential area of the City of La Crosse and positioned as part of a larger metro area with a population close to 140,000. The area, known as the 7 Rivers Region, is famous for its exceptional natural beauty which includes the Mississippi River on one side, majestic bluffs on the other, and views of rolling farmland and forested valleys in between. Abundant water, woodlands and varying terrain provide ample opportunities for year-round outdoor recreation. Only a couple of hours from Minneapolis or Madison, La Crosse enjoys the affordability and charm of small town living with larger city benefits. Three colleges, two world-class medical institutions, the La Crosse Symphony Orchestra, a restored nineteenth century downtown business district, and a number of galleries and art centers have made La Crosse a regional center for culture, entertainment, medical care, shopping, sports and recreation. More information about the La Crosse metro area can be found here: Choose La Crosse . AA/EO Statement
        The University of Wisconsin-La Crosse is an equal opportunity and affirmative action employer committed to assembling a diverse, broadly trained faculty and staff. We strongly encourage women, minorities, people with disabilities and veterans to apply. UWL , in compliance with applicable laws and in furtherance of its commitment to fostering an environment that welcomes and embraces diversity, does not discriminate on the basis of race, color, national origin, religion, sex, sexual orientation, gender identity/expression, disability, or protected veteran status. DEI Statement
        UW-La Crosse's diversity and inclusion efforts are guided by our adherence to Inclusive Excellence. We define Inclusive Excellence as "--- our active, intentional and ongoing commitment to bridge differences with understanding and respect so all can thrive." The goals of Inclusive Excellence are to increase the retention of diverse faculty, staff and students while encouraging a campus climate that is inviting and welcoming to all. UW-La Crosse strives to promote acceptance of all facets of diversity from racial/ethnic diversity to diversity of thought and experience. UW-La Crosse ranks 6th nationally among the Top LGBTQ -Friendly Colleges for 2018-19 by AffordableCollegesOnline.org ( ACO ).
        Annual Security and Fire Safety Report (Clery Act)
        For the UWL Annual Security and Fire Safety Reports (i.e., Clery Report), which includes statistics about reported crimes and information about campus security policies, see https://www.uwlax.edu/police/annual-security-report/ or contact the University Police Department at 608.785.9000. Redbook Position Yes Division/College Description of College / Department / Program / Division / Unit The Division of Student Affairs' role is to enhance and support students learning experience here at UWL . We work closely with faculty, staff, community members, alumni and most importantly, students to provide quality programs and services which promote learning, leadership, involvement, service and the celebration of diversity. The Division includes a number of departments: Admissions and Recruitment, Campus Child Center, Counseling and Testing, Student Health Center, Intercollegiate Athletics, Recreational Sports, Residence Life, Student Life, University Centers, and the Vice Chancellors Office. The staff of the Division is truly student-centered and concerned about the holistic development of the student. Posting Date 03/10/2023 Continuous Recruitment Yes Continuous Recruitment First Review Date 04/03/2023 Close Date Special Instructions Application deadlines
        TO ENSURE CONSIDERATION : Priority consideration is given to those candidates who apply by the listed 'First Review Date'. Applications received after that date may be given consideration at the discretion of the search committee. Application materials will be evaluated, and the most qualified applicants will be invited to participate in the next step of the selection process. Incomplete and/or late application materials may not receive consideration. If you have questions regarding this recruitment, or if you are not able to complete the application online due to a disability or system problem, please contact the Office of Human Resources.
        
        Confidentiality of Applicant Materials
        UWL is a state agency and subject to Wisconsin's Open Records Law. UWL will not, however, reveal the identities of applicants who request confidentiality in writing except as may be required by Wisconsin's Open Records law. In certain circumstances, the identities of "final candidates" and/or the identity of the appointed applicant must be revealed upon request.
        
        CBC & Reference Check Policy
        All candidates for employment are subject to a pre-employment screening which includes a criminal background check, work authorization, and verification of education. It will also require you and your references to answer questions regarding sexual violence and sexual harassment. Position Contact Name Jenni Brundage, Director of Residence Life Position Contact Email Supplemental Questions Required fields are indicated with an asterisk (*).
        • * The University of Wisconsin System will not reveal the identities of applicants who request confidentiality in writing, except that the identities of finalists must be revealed upon request. See Wis. Stat. -. 19.36(7).
          • I wish for my name to remain confidential until the university is no longer able to do so.
          • I waive my right to keep my name confidential through the application process.
          • * Are you currently employed by or have you been employed by a UW System institution or a State of Wisconsin agency during the last seven (7) years? Please answer yes or no. If yes, provide the institution or agency name, your supervisor and contact information, including phone number and email address.
            • Yes
            • No
            • * After you retire from a Wisconsin Retirement System (WRS) employer, you may return to work with a WRS employer as a rehired annuitant, provided certain requirements are met. There are no restrictions on what type of position a rehired annuitant can hold. Under the WRS, there is no limit to how much you may earn as a rehired annuitant. (Learn more: https://www.wisconsin.edu/ohrwd/benefits/life-events/empcha/ra/).Are you currently collecting an annuity from the Wisconsin Retirement System, (WRS)?
              • Yes
              • No
              • * Are you an alum of the University of Wisconsin-La Crosse?
                • Yes
                • No
                • * Are you legally eligible to work in the United States?
                  • Yes
                  • No
                  • * Will you now or in the future require visa sponsorship for employment at the University of Wisconsin-La Crosse?(UW-L and UW System institutions pay for some or all of the sponsorship costs. Some candidates may require an H1B or another form of employment sponsorship to work in the US. This question is asked so that if you are the successful candidate, Human Resources can work with your work unit to begin the process of obtaining this visa).
                    • Yes, I will require sponsorship prior to employment.
                    • Yes, I will require sponsorship for continued employment if hired.
                    • No, I do not require sponsorship and am eligible to work in the US.
                    • * Were you ever found to have engaged in any -sexual violence -or -sexual harassment in a previous work assignment?(Required under UW System Administrative Policy 1275)
                      • Yes
                      • No
                      • * Are you currently under investigation or have ever left employment during an active investigation in which you were accused of -sexual violence -or -sexual harassment?(Required under UW System Administrative Policy 1275)
                        • Yes
                        • No
                        • * Please provide your most recent employer, supervisor name and contact information, including phone number and email address. (Pursuant to UW System Administrative Policy 1275, UW System requires reference checks related to sexual harassment and sexual violence to be conducted at a minimum with a final candidate's most recent employer and with all previous UW System institution and State of Wisconsin agency employers from the past seven years. UW-L will notify you prior to contacting your supervisor).(Open Ended Question)
                          • * How did you hear about this employment opportunity?
                            • Chronicle of Higher Education Web Site
                            • Discipline-Specific Publication/Web Site
                            • HERC Web Site
                            • HigherEdJobs.com Web Site
                            • Job Center of Wisconsin Web Site
                            • Minority Publication/Web Site
                            • University of Wisconsin - La Crosse Social Media (i.e. Facebook, LinkedIn, Twitter)
                            • University of Wisconsin - La Crosse Web Site
                            • La Crosse Tribune
                            • Personal Referral
                            • LinkedIn
                            • Indeed
                            • WinonaDailyNews.com, LaCrosseTribune.com, ChippewaHerald.com, Journaltimes.com, Kenoshanews.com, Madison.com
                            • Department of Workforce Development (WISC)
                            • Other

Keywords: University of Wisconsin, La Crosse , Associate Director for Operations, Executive , La Crosse, Wisconsin