Implements and exercises functional authority for planning, organization, control, integration, and completion of projects within area of assigned responsibility.
Statement of Duties and Responsibilities:
Implements directives corresponding to division or department outlining policy, program, or operational changes to be implemented.
Assists the executive director in developing and implementing short and long-range plans, conceptual designs, and capital outlay (budget) requirements and documentation for assigned area(s).
Understands department’s role in accomplishing the University’s mission.
Compiles and submits reports as required by management, state, local, and federal regulatory agencies.
Acts as liaison between department and internal or external customers.
Participates in various committees, professional trainings, industry conferences, and conventions.
Reviews and approves documentation relating to needs specific to assigned area(s).
Promotes organization policies and procedures in compliance with local, state, and federal rules and regulations; advises University personnel regarding the development and implementation of regulatory strategy, potential areas of regulatory concern, and new government/regulatory developments.
Provides training policies, standards, guidelines, and security monitoring processes in relation to general control, privacy regulations, and development and operation of the University’s infrastructure.
Chair the housing contract cancelation committee
Knowledge of all Microsoft Office software and able to learn and use institutional software systems, including StarRez Housing Management Software.
Complies with all State and University policies.
Other duties may be assigned.
Specific Areas of Responsibility:
Has primary responsibility for operation and maintenance of STARREZ/CBORD/PERSONA software program to include:
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Room assignments
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Contact management – new, returning, cancelation
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Property access – guest cards, residential
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Student files – electronic and paper
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Authorized users at UTEP
Oversee the occupancy of all Housing and Residence Life properties at a 95%+ level.
Lead the process for academic year new and returning applications to reside on campus, including the timeline, applications, advertising, and educating the current department and campus partners regarding the process
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Room assignments during the academic year
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December/January assignments for new residents
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Coordinator with scholarship offices to ensure residential housing
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The room change process (during academic year and during the summer for incoming fall students)
Oversees the guest and conference services programs
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Conducts recruitment efforts for summer conference housing
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Is the main contact for all academic year guest requests
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Directs and creates the process for guest arrival, departure and payment
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Directs and creates the process for summer conference housing
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Holds a budget of expenses and income for each guest and conference along with one overall budget to be completed each September
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Provides an end of summer report by September 1st
Oversee the recruitment of students to reside on campus. This may include travel, poster/flyer creation, attending admissions events, speaking with high school teachers and guidance counselors, etc.
Coordinate the check-in and check-out processes of residential students throughout the calendar year.
Oversee the early contract cancelation and consolidation procedures.
Oversee the early arrival and late stay processes, including strong and continual communication with students and within the department.
Provide data on a regular basis:
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weekly occupancy reports
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monthly dashboards
Meet with coordinators of residence life bi-weekly in occupancy meetings
Supervise the Application Specialist and Business Manager
Development and implementation of comprehensive marketing and outreach plan designed to complement and replicate current themes utilized by the University in cooperation with the divisional marketing office and University Communications.
Coordinate any on-campus services needed to enhance the housing experience to current and prospective students, i.e. tours, presentations, committees, scholarships, etc.
Oversight responsibility for social media and website for the department.
Address student and family concerns in a timely fashion.
Participate in the IMPACT Team through committee meetings, reporting Housing and Residence Life needs, as well as reporting back to Housing and Residence Life IMPACT Team needs. Lead initiatives for the department expected by the IMPACT Team.
Participate in the CORE committee, reporting Housing and Residence Life needs, as well as reporting back to Housing and Residence Life CORE Team needs. Lead initiatives for the department expected and encouraged by the CORE Team.
Liaison with the UTEP Center for Accommodations and Support Services on all student needs for their stay on campus. This includes meeting with all students who receive accommodations through the office to discuss expectations and needs regarding the accommodation
Development and implementation of departmental documents to include:
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Emergency response plan
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Residence Life Handbook
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Residence Life Policies and Procedures Handbook
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Contract for Community
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Housing Application
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Contract Terms and Conditions
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Any forms completed by students, guest or conferences
Development and implementation of comprehensive departmental assessment plan.
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Customer service assessment
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Student learning assessment
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UTEP Edge implementation and assessment
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Guest and Conference services satisfaction
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Occupancy assessment
Supervisory Responsibilities Carries out supervisory responsibilities in accordance with the organization's objectives, policies and applicable laws. Supervises department business manager and application specialist.
