Assistant Director Housing Facilities

Johns Hopkins University - Baltimore, MD4.0

Job Req ID: 15546

General Summary:
The Assistant Director of Housing Facilities for Security and Access Control oversees all aspects of access control for 10 university operated residence halls. This position manages the day to day operation of the housing card access system and all key assignments for university housing spaces. The Assistant Director will be responsible managing all key assignments and working with the Housing Assignments team to ensure the correct assignment of keys as they relate to student housing assignments. The Assistant Director will liaison and coordinate all aspects of security related to the residence halls in conjunction with the university's approved security vendor and the JHU Security office. The Assistant Director will assist the Associate Director of Housing Facilities constituent trainings, building turn over, budgeting, and development of procedures for the department as they relate to facilities maintenance. The Assistant Director will also contribute to the Facilities office by managing various operational processes including Health and Safety Inspections, assisting with opening and closing of the residence halls, and special projects as needed. This position will provide work direction for various support and student staff.

Essential Job Functions:
Access Control
Oversee the proximity card access system for all university managed housing facilities. Assess system repairs and upgrades for all residential housing building. Troubleshoot all issues relating to proximity cards and access, access readers and access door sirens.
Responsible for providing and managing proximity access for all students residing in University Housing including but not limited to defining and managing access levels, time zones, programming unlocking/locking, un-alarming/alarming doors, card activation/deactivation, etc.
Responsible for the management of all card access system users. Manage all proximity card access for university professional staff, including but not limited to Community Living (Housing Operations, Residential Life, Dining Programs, and Scheduling and Events) staff, Allied Universal Security, Bon Appetit, Insomnia Cookies, HERU, housing facilities, etc.
Manage/coordinate the distribution of access cards for PEI and JHU summer temporary custodial staff. Work closely with the Custodial Services Manager in this annual process.
Responsible for quarterly system user recertification report for Community Living (Housing Operations, Residential Life, Dining Programs, and Scheduling and Events) staff, Allied Universal Security, Bon Appetit, Insomnia Cookies, housing facilities, etc. Also accountable for annual card holder audit reports, including but not limited to, duplicate cards, expiration date check, cards not used for 12 or more months.
Manage access card activation/distribution for Student Groups including but not limited to Hopkins Student Movers, HERU, early arrivals, late stays, etc.
Create, revise and distribute card access control training manual to Allied Universal Security staff and conduct training sessions for newly hired security guards annually or as needed.
Provide card access control training to all new Community Living staff, including temporary summer student staff and interns.
First point of contact for after-hour emergency situations concerning the proximity card security system and keys for university housing residents.
Work closely with the Director of Residential Life in responding to changing card access needs of both students and Residential Life staff by coordinating and implementing changes to access groups/levels as needed.
Work closely with JCard Services in the issuing of proximity cards for all students residing in university housing, security, contractors, university staff, temporary custodial staff, etc. Manage distribution of upgraded access cards. Manage Sabbath access in card access system at the start of each semester and manage the Sabbath Access for students. Work closely with the University's Rabbi regarding any special needs or Sabbath access related issues as needed.
Oversee contractor card control access into housing facilities.
Work directly with the University's Security Department in providing information and reports specific to card access related issues to assist in investigations and inquires.
Coordinate with Community Living Senior Programming Analyst for all access system-related integration issues with StarRez.
Maintain key inventory and key registration records. Responsible for overseeing the initiating of student billing for all lock changes, replacement keys and access cards.
Responsible for the initiation and proper documentation of lock changes and issuing key replacements when necessary. Point of contact for Facilities Lock Shop.
Manage key preparation for distribution at move-in and collection of keys at close-down. Manage and maintain documentation of key distribution to staff and students for common areas and offices.
Manage preparation of summer conference keys.

Residence Hall Security
Liaison with JHU Security and Allied Universal for all residence hall security matters.
Coordinate training of contract guards who provide security for the residence halls and apartments.
Review and provide suggestions to changes to residence hall security policies and procedures on an annual basis.
Communicate all security-related information to university departments and partners as needed, including opening and closing of all residence halls and all related procedures.
Provide regular reports to senior leadership regarding residence hall security.

General Housing Facility Responsibilities
Work closely with Associate Director of Housing Facilities and the Custodial Services Manager in the coordination of room preparedness.
Actively participate in move-in and move-out processes. This includes staffing for both, being present to assist students and their families, and assisting with the coordination of first year student move in, returning student move in, and close down processes.
Manage health, safety and sanitation inspections of all residence hall rooms and apartment units two times per academic year. Includes all necessary policy decisions and preparation of processes in partnership with the Residential Life office.
Coordinate customer service surveys monthly with Administrative Coordinators to assess student satisfaction with facilities work that was reported.
Provide daily work direction for student staff supervise in absence of Associate Director.
Provide customer support in Facilities office on daily basis.
Train and follow up with Residential Life staff to insure understanding and proficiency in key, card access control, and follow up procedures.
Train and follow up with Summer Conference staff and Summer RAs to insure understanding and proficiency in key, card access control, and follow up procedures.
Collaborate with Residential Life and support various departmental processes such as RAB housing programs, move in, close down, and Health and Safety Checks.
Assist the Associate Director with student facility concerns.

Scope of Responsibility:
Knows and understands the formal and informal departmental goals, standards, policies and procedures which may include some familiarity of other departments within the school/division.
Demonstrates sensitivity to the interrelationship of both people and functions within the department.

Bachelor's degree in engineering, architecture, construction management, facilities, management, higher education, or related field.
Master's degree preferred.

One year of related experience in housing operations required, should include experience managing contractors and outside vendors. Additional years of experience preferred.

Special Skills and Knowledge:
Courteous with strong customer service orientation, the ability to multi-task and work comfortably in a fast-paced, student centered/diverse environment.
Dependable with proficient attention to detail, strong communication and decision- making skills, must be flexible with the ability to adapt to change quickly. Able to exhibit maturity, professionalism and sound judgement.
Leadership, Team Builder, Communicates Effectively, Knowledge Worker, Decision Maker, Strategic Perspective, Leverages Resources (Coaches and Develops), Demonstrates Ethical Behavior, Maximizes Team Effectiveness, Supportive of Change.
Able to demonstrate and support a philosophy of excellent customer service, and diversity and inclusion.
Experience using a computerized maintenance management system.
Experience with StarRez preferred.
Microsoft Office Suite, SQL database, in addition to other software packages and computer skills as needed.

Physical Requirements for the Job:
Ability to work in a fast-paced environment, standing for long periods of time and lifting of up to 50 lbs.

Classified Title: Student Housing Administrator
Working Title: Assistant Director Housing Facilities
Role/Level/Range: ACRO40/E/03/CE
Starting Salary Range: Commensurate with Experience
Employee group: Full Time
Schedule: M-F / 8:30-5pm
Exempt Status: Exempt
Location: 01-MD:Homewood Campus
Department name: 10001458-Housing Facilities
Personnel area: Homewood Student Affairs

The successful candidate(s) for this position will be subject to a pre-employment background check.

If you are interested in applying for employment with The Johns Hopkins University and require special assistance or accommodation during any part of the pre-employment process, please contact the HR Business Services Office at For TTY users, call via Maryland Relay or dial 711.

The following additional provisions may apply depending on which campus you will work. Your recruiter will advise accordingly.

During the Influenza ("the flu") season, as a condition of employment, The Johns Hopkins Institutions require all employees who provide ongoing services to patients or work in patient care or clinical care areas to have an annual influenza vaccination or possess an approved medical or religious exception. Failure to meet this requirement may result in termination of employment.

The pre-employment physical for positions in clinical areas, laboratories, working with research subjects, or involving community contact requires documentation of immune status against Rubella (German measles), Rubeola (Measles), Mumps, Varicella (chickenpox), Hepatitis B and documentation of having received the Tdap (Tetanus, diphtheria, pertussis) vaccination. This may include documentation of having two (2) MMR vaccines; two (2) Varicella vaccines; or antibody status to these diseases from laboratory testing. Blood tests for immunities to these diseases are ordinarily included in the pre-employment physical exam except for those employees who provide results of blood tests or immunization documentation from their own health care providers. Any vaccinations required for these diseases will be given at no cost in our Occupational Health office.

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