Supervisory Responsibilities
● Enforces all local and national Kappa Delta house rules, in addition to the rules, policies and procedures of the House Corporation and the University of California, Los Angeles (“University”).
● Resolves any issues that arise in a timely manner, and notifies House Corporation if the issue requires escalation.
● Supervises all external service providers and their staff, including, but not limited to, housekeeping, catering services, repair services, and contractors.
● Provides any training and guidance to external service providers’ staff members, as required.
● Sets working hours for all external service providers’ staff members, as required, while attempting to eliminate/reduce overtime.
● Prepares and delivers an annual performance evaluation for external service providers’ staff members to the service provider. Also prepares and delivers an annual performance evaluation for the service provider to the House Corporation for review, including recommendations for extension or non-renewal of services.
● In the instance that the House Corporation has additional staff employed, the House Director:
○ Interviews and hires staff to meet the needs of the Chapter House. Terminates staff with approval from the Board and after appropriate disciplinary and performance review action.
○ Obtains and approves timesheets from all employees and submit them to the Accountants. Reports all employee hours every two weeks. Ensures vacation and sick leave is accurately and timely reported. Ensures non-exempt staff members are posting time daily, including meal periods.
○ Updates job descriptions and delivers to staff, as necessary.
○ Addresses all employee issues and grievances directly and in a timely manner. Communicates any necessary disciplinary action to the House Corporation’s Board of Directors.
● Develops and implements strategy for long-term maintenance of the Chapter House.
● Completes grocery and supply shopping as applicable using necessary sources.
● Oversees inventory count of all house and kitchen supplies and appliances every September and every June. Coordinates inventory count with the House Corporation and House Manager. Maintains a listing of all inventory in an excel file.
● Schedules, supervises and reviews the work of any outside contractor.
● Completes applicable trainings mandated by the House Corporation Board to better serve collegians and supervise in a professional manner.
Financial Responsibilities
● Manages the monthly budget as set forth by the House Corporation.
● Prepares a weekly statement of expenses for the House Corporation.
● Reviews all third-party provider invoices and forwards them to the Accountants for payment.
● Manages the approval process for any maintenance/repair work that is required.
○ The House Director can approve maintenance/repair work for < $500. Otherwise, the House Director must get approval as follows: (a) from the House Corporation Co-President’s for maintenance/repair work from $500-$1,000 or (b) House Corporation Board or Board Executive Committee approval for maintenance/repair work over $1,000.
● Obtains quotes from vendors for any routine and/or special work and submits to the House Corporation Board for review (2 quotes for $1,000-$5,000, 3+ quotes for $5,000+).
Relationship
● Stays in weekly communication with the House Corporation Co-Presidents.
● Provides a weekly report to the House Corporation Board with any updates, outstanding items, actions required, etc.
● Reviews any chapter feedback or suggestions, and finds ways to implement those, if possible.
● Stays in weekly communication with the House Manager and other Council members, as needed.
● Stays in communication with the Accountants and other Service Providers as needed to maintain facility operations.
● Works with the House Manager to develop and plan quarterly live-in sisterhood events, and attend those events to build chapter relationships.
● Maintains a positive relationship and demeanor with the Chapter, Council, House Corporation Board, CAB, Accountants, any Service Providers, other House Directors at the University and any University Representatives.
● Attends all House Corporation meetings as requested.
● Attends Monday night dinners with the Chapter.
● Maintains a friendly, comfortable environment for all collegians and makes an effort to know the names of the collegians that live in the house.
● Respects the privacy and personal space of all collegians.
● Greets any visiting parents, especially during move-in and move-out, with professional and friendly demeanor.
● Greets any special guests, such as National Kappa Delta representatives, with professional and friendly demeanor.
● Facilitates a safe and inclusive environment for all members, visitors, and support staff.
Security/Maintenance
● Responds immediately to any safety or maintenance emergencies. The House Director should alert the House Corporation Co-President’s when it cannot be immediately resolved or if it requires additional decision-making.
● Maintains confidential emergency contact sheets for each chapter member in a secure location.
● Maintains the keyless entry/fob security system and manages access for vendors, contractors and collegians.
● Inspects property on a twice-weekly basis for any potential safety or security breaches (lighting, doors, windows, bushes, unusual people or equipment).
● Conducts nightly checks to ensure that all windows and doors on ground and basement levels are closed and locked before setting alarm nightly at 10 PM.
● Follows up on any security or fire system warnings.
● Locks the chapter house, disables keyless/fob access as needed, and sets the alarm when the Chapter House is unoccupied.
● Stays in residence each night unless approved for vacation time.
● Retains a copy of all keys to the chapter house in a secure location. Copies of keys may only be made with permission of the House Corporation Executive Committee. Re-keying of locks may only occur with permission of the House Corporation Co-President’s.
● Coordinates with vendors and House Corporation for any work to be performed.
● Makes any minor repairs around the house that do not require a Service Provider.
● Coordinates room inspections with a collegiate representative (House Manager or a Chapter Council member) whenever a member moves in or out of the facility.
● Maintains the initial room inspection report for each room/member to identify and items to be fixed, and to use as a comparison for identifying damage or excessive wear and tear when the member moves out. Any non-standard wear and tear damages/repairs should be quoted and communicated to the House Corporation Board immediately; this shall included member name, room, repairs and repair costs, so that the member may be charged accordingly.
● Coordinates quarterly short-notice room inspections with a collegiate representative (House Manager or a Chapter Council member) to identify damage, excessive wear and tear, or maintenance needs, to ensure the members are in compliance with all policies, to identify any safety issues, etc. These must be scheduled at the beginning of the quarter and should only be known by the House Corporation, House Director, Chapter President and House Manager in advance.
Health and Safety
● Stays up to date on Centers for Disease Control and Prevention guidelines as well as recommendations provided by the University and public health agencies at the state and local levels including, but not limited to, those related to food safety, cleaning protocols, social gatherings and social distancing.
● Creates and/or updates contingency plans for members and staff to minimize risk of exposure to COVID-19 or similar viruses/communicable diseases.
● Directs and provides guidance to the House Manager to ensure members and staff are aware of the House Corporation’s most up-to-date health and safety guidelines and agree to comply with them.
● Creates and/or updates food safety protocols carried out by the kitchen staff and any third-party vendors.
● Creates and/or updates cleaning protocols carried out by House Corporation’s housekeeper and any third-party vendors.
● Evaluates and updates the House Corporation’s social distancing and social gathering plans to ensure optimal safety for members, staff and invited guests.
Skills Required
● Proficiency with Microsoft Word, Excel, and Outlook.
● Must use email for correspondence with Accountants, House Corporation, collegians, and third-party vendors.
● Basic accounting skills.
● Physically able to lift up to 50 lbs.
● Able to respond quickly in an emergency.
● Valid driver's license, vehicle and insurance.
● Basic understanding of time-keeping regulations.
● Supervisor/management experience.
● Sets etiquette example for collegians.
● Warm, professional demeanor.
Job Type: Full-time
Pay: $70,000.00 - $75,000.00 per year
Benefits:
- Health insurance
- Paid time off
Ability to Relocate:
- Los Angeles, CA 90024: Relocate before starting work (Required)
Work Location: In person
