REPORTS TO: Facility Operations Advisor (or Chapter Advisor)
The live-in House Director is responsible for supporting the Alpha Chi Omega housed Chapter member experience. The House Director works to create an inclusive environment for all members that promotes positive community relations, member engagement, and resident safety. Additionally, the House Director is to manage and oversee the day-to-day operations of the physical premises of the Chapter facility. Because the Employer does not have a daily on-site presence, the House Director is expected to utilize appropriate levels of independent judgment and discretion in the execution of her job duties.
In addition to the tasks discussed below, which are not meant to be an exhaustive list, the House Director must read, understand and follow guidelines set forth in the Employee Guidebook, House Director Guide, and any guidelines published by the host institution.
A. PERSONNEL SUPERVISION AND CONTRACTOR OVERSIGHT
- Manage, direct and monitor performance of contractors, such as housekeeping, food service, landscaping and repair services to ensure they are following their scope of work.
- Solicit bids and negotiate agreements for housekeeping, landscaping, repair and maintenance services for presentation to the Facility Operations Advisor and/or Chapter Advisor for final approval.
B. FINANCIAL AND RECORD KEEPING DUTIES
- House Director will be responsible for managing within an allotted budget for supplies and other household items. Permission is required for all purchases made on behalf of the Chapter by VP Facility Operations and/or VP Finance.
- Responsible for Chapter facility account specifically for maintenance and repair: House Director will be responsible to manage repairs/maintenance on behalf of the Local House Corporation in accordance with the guidelines set. Permission is required for any purchase exceeding the budget set forth by Local House Corporation.
- Send receipts/invoices to VP Facility Operations and/or VP Finance within 14 days of receipt.
- Keep track of work related mileage and other expenses, and send copies for reimbursement to VP Facility Operations and/or VP Finance.
- Keep receipts and files on house purchase warranties in an orderly manner.
- Document all expenses on the tracking sheet. The expense tracking sheet must be available for the Facility Operations Advisor or Chapter Advisor to view and be updated by the end of each month.
- All records are property of the Employer, the Chapter and/or the Local House Corporation and must be maintained unless otherwise directed.C. OPENING AND CLOSING PROCEDURES
- Be present for the opening and closing of the Chapter facility. This includes, but is not limited to, assisting the chapter with room evaluation forms, serving as a check-in point, providing information about general Chapter facility operations, assisting VP Facility Operations with scheduling room checks, making certain individual chores are completed, making note of damage and otherwise checking the entire facility for overall open- or closure-readiness.
- Support schedules of the opening and closing of the Chapter facility at vacation periods. Plan to be there long enough beforehand to have the Chapter facility ready to start functioning smoothly.
D. CHAPTER SUPPORT
- Develop a sense of community among residents within the facility.
- Serve as a positive role model to Chapter members.
- Maintain weekly schedule, including maintain office hours. Weekly meetings with the chapter leadership (primary meeting is with the VPFO) should be scheduled as part of weekly office hours.
- Actively support and promote the Alpha Chi Omega experience.
- As scheduled and directed, be present at organized events held at the Chapter facility; including, but not limited to recruitment, parent’s weekend, homecoming or alumni weekend.
- Maintain confidentiality of proprietary business information, non-public financial information, contractual terms and pricing with vendors, and personal information about Chapter members.
E. HOUSE KEEPING
- Oversee the general condition of the Chapter facility at all times, for such things as cleanliness, order, and all minor details that make up a well-managed home.
- It is not expected the House Director do the work, but rather direct the proper person, persons or vendor in executing housekeeping responsibilities.
F. MEMBER COMMUNICATION
- Make effort to know all members by name and involvement.
- Assist the Chapter in maintaining a file of information on members living in the Chapter facility, including car make, model, color and license plate number. Assist the Chapter in maintaining an accurate floor plan with current occupants’ names and their phone numbers, parents’ name, address, contact number and emergency numbers.
- Assist in any issues that occur within the Chapter facility when requested to do so by the Facility Operations Advisor and/or Chapter Advisor. Maintain communication with the host institution when appropriate, including attending campus House Director meetings.
- Attend campus House Directors meetings.
G. SAFETY, SECURITY AND MAINTENANCE
- Inspect grounds, facilities, and equipment routinely to determine necessity of repairs or maintenance. Report any maintenance observations to Local House Corporation, Facility Operations Advisor and/or Chapter Advisor.
- Maintain, store and update house inventory on an annual basis. Submit a copy of the inventory list annually to Facility Operations Advisor or Chapter Advisor.
- Make recommendations regarding the general maintenance of the Chapter facility to Local House Corporation and Facility Operations Advisor. This includes any suggestions regarding equipment, furniture, dishes, silverware, etc.
- Oversee maintenance at Chapter facility; be present to let workers in and guide them to locations where work is needed. Notify Chapter members when there will be contractors in the Chapter facility, or when there will be disruption of utilities such as power, water, internet, or food service.
- Be alert for hazards and safety concerns. Timely address hazards and safety concerns, including making necessary report to Local House Corporation and Facility Operations Advisor.
- Maintain a file of repair service, by room and general Chapter facility. Include who performed the service, when and for what purpose (a maintenance log).
- Coordinate regular maintenance activities with the Local House Corporation and utilize agreed upon maintenance calendar.
- Provide input, as requested, for Chapter facility improvement suggestions. Submit to Local House Corporation, Facility Operations Advisor, Vice President of Facility Operations, and Chapter Advisor on an as needed/requested basis.
- Coordinate and be present at all inspections of safety and health conditions. Report the results of those inspections promptly to the Chapter Advisor, Facility Operations Advisor, and Local House Corporation.
H. MEAL SERVICE
- House Director serves as the day to day contact except where it has been determined the cook maintains this responsibility.
- House director serves as a day to day contact with and is expected to work cohesively with meal service provider.
- Works with the Facility Operations Advisor and VP Facility Operations to establish a meal plan and menus for the chapter on a weekly and monthly basis.
- Orders food, if asked and as expenditure is approved.
- Oversees the open hours for the kitchen and makes certain the kitchen is properly cleaned prior to closing each night.
- Orients kitchen and dining room staff/vendor as assigned.
SKILLS AND ABILITIES
- Strong listening and communication skills; able to effectively and professionally communicate with the Facility Operations Advisor, Chapter members, advisors, parents, alumnae, employees, contractors, community resources and host institution staff in a clear and concise manner whether by telephone, email or in person.
- Excellent organizational skills; including the ability to maintain records.
- Excellent planning and time management skills.
- Ability to make sound decisions under pressure within tight deadlines.
- Ability to utilize expense tracking software and maintain a budget.
- Basic knowledge and experience with Microsoft Word, Excel and Outlook.
- Knowledge of home maintenance and repairs.
- Knowledge of facility and event management.
- Knowledge of food safety and service standards.
- Negotiation and conflict resolution skills.
- Positive attitude; able to maintain composure and patience during stressful or emergency situations.
- Problem solving: Ability to quickly identify problems, develop and timely implement solutions.
- Attention to detail: Ability to recognize home maintenance and repair issues, and coordinate service.
- Ability to build trust and respect with Chapter members.
- Ability to walk up and down stairs multiple times a day.
- Bachelor’s degree in business, hospitality or related field of learning; or a minimum of five years of experience as a house director, residence life director and/or as a property manager.
- Experience maintaining records and budgets.
- Experience maintaining and supervising a commercial kitchen.
- Experience supervising employees, including interviewing, training and managing job performance.
- Experience in managing and supervising of contractors.
- Experience working with college aged women in an educational or other professional setting.
- Any other combination of skills, abilities and experience that demonstrate the requisite skills and abilities for the job.
- Eligible to work in the United States without restriction.
- Passage of a criminal background and reference check.
Job Type: Full-time