What are the responsibilities and job description for the Assistant Director for Housing Facilities position at University Corporation at Monterey Bay?

Salary : $69,000.00 - $72,000.00 Annually

Location : CSUMB Main Campus- Seaside, CA

Job Type : Full-Time

Job Number : 2025-00003

Department : Student Housing Residential Life (SHRL)

Opening Date : 01 / 29 / 2025

FLSA : Exempt

Description

Assistant Director for Housing Facilities

Student Housing and Residential Life

Priority Screening Deadline : February 12, 2025, all positions are open until filled

The University Corporation at Monterey Bay ("Corporation") : The Corporation is constantly looking for motivated employees with great organization and teamwork skills to join our team. The Corporation is a non-profit institution that is related and affiliated with the California State University, Monterey Bay. The University Corporation at Monterey Bay is a nonprofit 501(c)(3) public benefits corporation that is a recognized auxiliary organization of California State University and was established in July 1994. The University Corporation's mission is to further the educational purposes of the University. The University Corporation at Monterey Bay is an equal opportunity employer and is committed to building a pluralistic university by hiring personnel with competencies and experience related to the regional and State Population. The University Corporation at Monterey is committed to a standard of excellence in the services it provides and in the quality of work expected of its employees.

The University : California State University, Monterey Bay is a mid-sized university in California's Central Coast that grants undergraduate and graduate degrees. Powered by an inspiring Founding Vision Statement, CSUMB is part of the nation's largest four-year public university system, California State University, which educates nearly 460,000 students every year. With a vibrant, diverse student body of over 7,000 students, CSU Monterey Bay is both a Minority Serving Institution and a Hispanic Serving Institution. Our staff and faculty transform students' lives with a focus on student success and engagement through experiential learning, service learning, and a strong emphasis on multicultural and global perspectives. CSUMB's sustainability goal is to be carbon neutral by 2030.

The Community : Monterey, with its moderate Mediterranean climate, is a diverse community on the picturesque central coast of California and rich in agriculture. Miles of beautiful beaches, spectacular mountain ranges, groves of redwoods, low-rolling foothills, and scenic valleys are characteristics that contribute to the quality of life enjoyed by over 432,000 residents and millions of visitors. Boasting such world-renowned attractions as the spectacular Big Sur Coast, Laguna Seca Raceway, 17-Mile Drive, Monterey Bay Aquarium, Cannery Row, the Steinbeck Center, the Monterey Jazz and Blues Festivals and Pebble Beach - possibly the world's most famous golf course, it's easy to see why so many choose to live here and an estimated four million visitors a year make the County of Monterey their destination of choice.

POSITION SUMMARY

Under the direction of the Associate Director of Facilities and Planning, the Assistant Director of Facilities for Student Housing and Residential Life (ADF) will be responsible for direct supervision of Student Housing Residential Life Facilities Coordinators. Through this supervision, this position would be indirectly responsible for facilities functions which include, but are not limited to : access controls, key inventory system, student staff supervision, and work-order management. This position will also provide general support to the facilities functions of the department.

Examples of Duties

ESSENTIAL DUTIES AND RESPONSIBILITIES include. but are not limited to. the following :

Leadership and Supervision :

Directly supervise, train, develop, and evaluate full-time professional staff members spanning across five residential areas housing up to 3,600 students (as of 2024).
Train professional and student staff (Facilities Student Assistants) on crisis response, work-order management, and facilities process management.
Provide oversight to the supervision of student staff positions such as Facilities Student Assistants.
Serve as a member of the Leadership Team for the department and assist in critical decisions that impact residential students. Represent Housing Facilities in the absence of the Associate Director of Facilities and Planning (ADFP).
Collaborate with Facilities Project Coordinator to oversee facilities planning calendar for the department as well as for any University-related facilities events.
Assist with facilities emergency, crisis preparedness, and response efforts from a facilities lens.
Support billing efforts regarding student accountability for damage billing by working directly with the Student Housing Operations team.
Facilitate and assist in the resolution of escalating and / or high-level staff and student concerns and emergencies relating to facilities issues, which may disrupt the normal routine of the residential community.
Support routine performance management through coaching, assessment, and annual evaluation.
Keep a strategic focus on partnership building across campus as the department and University continues to grow.
Promote and maintain an atmosphere of excellent internal and external customer service within the SHRL program. Identify issues in area or departmental concern and take initiative to resolve or report them and assist in the identification of potential solutions relating to facilities concerns.
Serve as additional liaison for housing facilities concerns for campus partners for projects, concerns, or agreements, as well as students, including, but not limited to : international students, student athletes, and students with disabilities.

Access Control Management :

Provide oversight of access control systems and the key management process, including coordination with Housing Operations and Residential Life to ensure key distribution processes are efficient and effective.

Support Facilities Coordinators in key management processes, including distribution, monitoring, and supporting the campus lock shop in addressing issues related to door or keys.

Work with SHRL billing staff for reconciliation and charging of lost keys by residents.

Work with campus lock shop and third-party locksmiths in preventative maintenance planning, and supporting day-to-day efforts of the Facilities Coordinators.

Maintain inventory of access control items (keys, locks, access cards).

Mitigate loss prevention by ensuring staff perform routine system and key audits so that user access is updated in a timely fashion. Work with the Assistant Director of Organizational Development to provide building access for new employees. This includes, reviewing access needs for staff, contractors and vendors, as well as issuing keys, and granting electronic card access.

Use various software systems including StarRez, Google Suite, Limble, SumTotal.

Responsible for the maintenance, upkeep and educational processes regarding KeyTrak inventory system.

Work Order Management :

Supervise Facilities Coordinators who are directly responsible for work order management processes.

Responsible for the monitoring of the work order systems to ensure they are functioning properly and meeting the needs of the department and institution.

Responsible for working directly with the Main Campus facilities administrators regarding the reporting and monitoring of the work orders system, such as Limble, StarRez, and East Campus system.

Oversee quality assurance of work order processes. Perform routine audits of work order data to ensure completion time, quality, and other key performance indicators (KPI) are met in accordance with the memoranda of understanding and service agreements with facilities maintenance and custodial service providers.

Support ADFP in capital project planning and forecasting for the housing communities.

Data Reporting and Analysis :

Meet regularly with campus partners such as Greystar, CSUMB Main Campus Facilities, CSUMB Main Campus Planning, and Campus Safety to gather data on facilities-related matters.

Assist the Associate Director of Facilities and Planning in collection and reporting data in response to legislative mandates and other reporting requirements, including but not limited to, Fire Safety Report and Log, Business Continuity Plan, CSU Chancellor's Office, and other agency requests.

Assist in coordinating assessment and evaluation processes and overall management of the work order system including annual review of work order process, damage billing, and satisfaction survey information.

Monitor and support daily requests for information and assistance from SHRL staff, residents, and campus partners.

Perform analytics and prepares regular reports to provide feedback to University partners about type, frequency, and response to facilities work-orders.

OTHER FUNCTIONS

Serve as the second primary point of contact and chair various department committees as assigned when the Associate Director of Facilities and Planning is unavailable.

Attend department meetings, workshops, and functions to support department mission and goals as needed.

Administer bi-annual evacuation drills within housing, and complete evacuation drill report.

Coordinate with the Housing Marketing Team on scheduled communications, including, but not limited to, emails, social media posts, and educational materials as well as designated facility signage.

In conjunction with the ADFP, work with CSUMB departments, Corporation, and contractors to develop small projects, preventive maintenance programs, and non-routine maintenance, including scheduling, budgeting and implementation and completion to SHRL satisfaction and expectations.

Perform other duties as assigned.

PHYSICAL WORK ENVIRONMENT The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and / or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; to verbally communicate to exchange information.

WORK LOCATION

On-Site Position

Work Location : 100 Campus Center, Seaside, CA, Building 12

KNOWLEDGE, SKILLS, AND ABILITIES

Communication Skills : Must be able to conduct self in a professional manner on the telephone, and with all other forms of communication. Help communicate our mission, vision and values. Must be able to effectively express self with students, supporters, vendors, faculty, staff, peers, supervisors and all other contacts in verbal and written manners, including but not limited to written, verbal, and in person.

Computer Skills : Must be able to function in a Windows environment and be familiar with word processing applications and Google Suite. Have a basic knowledge of housing management systems.

Additional Skills : General knowledge of university housing facilities. Must be able to effectively interact with people, be part of a team and be self-motivated and flexible. Must be detail oriented and have good organizational skills. Must pass a background check.

Ability to ensure accuracy and maintenance of assigned record-keeping systems, and to prepare reports. Ability to motivate and lead the work of others. Ability to work effectively with all levels of university personnel. Ability to read and write at a level appropriate for the position

Strong communication and customer service skills. Administrative experience requested in a professional setting.

Highly organized with excellent ability to multitask in a fast-paced environment, perform under pressure (or in emergency situations) and prioritize effectively to meet deadlines.

Proficient in the use of personal computers including word processing, spreadsheets and database softwareExperience with tracking and monitoring software.

Qualifications

MINIMUM QUALIFICATIONS

Education and Experience :

Associate degree or equivalent. Experience may be substituted for education on a year-for-year basis.

Minimum of 2 years of experience working within a facilities management environment. Relevant trade certifications or coursework may be considered in place of years of experience.

DESIRABLE QUALIFICATIONS

Demonstrated understanding of and commitment to the CSUMB Vision Statement and the core values of mutual respect, collaboration and service orientation, multiculturalism and diversity, community service and institutional excellence.

Experience working with a multicultural population; familiarity performing community service learning; and demonstrated technical literacy. Fluent in multiple languages, particularly Spanish.

Special Conditions of Employment

SPECIAL CONDITIONS OF EMPLOYMENT

The person holding this position is considered a "mandated reporter" under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.

A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with the University Corporation. The University Corporation at Monterey Bay will consider qualified applicants with a criminal history pursuant to the California Fair Chance Act. You do not need to disclose your criminal history or participate in a background check until a conditional job offer is made to you. After making a conditional offer and running a background check, if the University Corporation at Monterey Bay is concerned about the conviction that is directly related to the job, you will be given the fair chance to explain the circumstances surrounding the conviction, provide mitigating evidence, or challenge the accuracy of the background report. Find out more about the Fair Chance Act by visiting the Civil Rights Department Fair Chance Act

This position will have a duty to report to the Campus Title IX Officer information pertaining to victims of sex discrimination, sexual harassment, sexual misconduct, dating / domestic violence, and stalking as required by CSU Executive Order 1095.

The University Corporation at Monterey Bay is an Affirmative Action / Equal Opportunity Employer. We consider qualified applicants for employment without regard to race, religion, color, national origin, ancestry, age, sex, gender, gender identity, gender expression, sexual orientation, genetic information, medical condition, disability, marital status, or protected veteran status. This position is required to maintain confidentiality as outlined in the Department of Education's Family Educational Rights and Privacy Act (FERPA) and California's Educational Code Chapter 13 regarding sensitive student issues. Our Equal Opportunity Policy Statement is available

Please note : University Corporation employment is separate and distinct from CSU Monterey Bay or State of California employment. University Corporation employees are not employees of either CSUMB or of the state of California.

All employees must be eligible for employment in the U.S. The University Corporation is not a sponsoring agency for any positions.

University Corporation at Monterey Bay positions are "at-will" employment.

CSUMB is a smoke and tobacco-free campus.

The campus leadership has committed the resources needed to achieve an engaged, safe, and in-person experience. The health and safety of our community remain our highest priority, and we are confident that existing public health measures provide for a safe environment capable of delivering a complete college experience on the CSUMB campus. Being an Otter means caring for each other and doing your part to protect your community.

In compliance with state and federal crime awareness and campus security legislation, including The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, California Education Code section 67380, and the Higher Education Opportunity Act (HEOA), the Cal State University, Monterey Bay Annual Security and Fire Safety Report is available at

Sensitive Positions - This position has been designated as a sensitive position with :

responsibility for the care, safety and security of people (including children and minors), animals and CSU property

access to and responsibility for detailed personally identifiable Level 1 confidential information about students, faculty, staff or alumni that is protected, personal or sensitive as defined in the CSU Information Security Data Classification Standards

FERPA :

This position is required to comply with confidentiality requirements outlined in the Department of Education's Family Educational Rights and Privacy and California's Educational Code Chapter 13 regarding sensitive student issues.

Clery Act :

This position is designated as a Campus Security Authority (CSA). The position is required to participate in training at the direction of the Clery Director and must also promptly report allegations of reportable crimes according to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, its accompanying regulations; the California State Education Code, Chapter 15.5, of the Donahoe Higher Education Act, Section 67380; and the California State University system-wide policy, Code EO 1107. CSAs are employees whose job duties fall into one of the following categories :

Work in a campus police or security department

Are responsible for campus security

Are designated as the contact for reporting criminal offenses

Have significant responsibility for student and campus activities

Special License or Certifications and Conditions :

May require occasional evenings and / or weekend work.

Questions can be sent to :

SALARY AND BENEFITS

The University Corporation is committed to providing our employees with a comprehensive program that rewards efforts that are appreciated by your colleagues, students, and the customers we serve. Salary placement is determined by the education, experience, and qualifications the candidate brings to the position, internal equity, and the hiring department's fiscal resources. Our salary schedule is available

The hiring range for this position is $69,000 - $72,000. Classification : Grade 6, Management. This is an exempt position and as such is not eligible for the overtime provisions of the Fair Labor Standards Act. The Corporation offers a rich benefits package that constitutes a major portion of total compensation. Benefits include medical, dental, vision, and life insurance benefits, contributory retirement plan, TSA (403b), and other benefits. Please review our for details about sick time, vacation, and holidays.

The Corporation also offers access to CSUMB's Faculty & Staff Meal Plans, which offers convenience, value, flexibility, to our all-you-can-to-eat dining commons, showcasing eight brand new dining concepts for an affordable price.

The University Corporation at Monterey Bay also provides access to affordable campus housing :

Although CSUMB is located in a high-cost housing area, Schoonover Park rental homes are affordably priced. Monthly rent rates include cable television, garbage service, and sewer. Convenient floorplans, attractive interior appointments, and numerous community amenities make Schoonover Park Rental Homes an exceptional value. Schoonover Park is near the main campus, yet a tranquil world away. The community lies nestled in the secluded beauty of rolling coastal hills three miles east of campus. Living in one of the most desirable areas of California, you will enjoy the natural splendor and cultural abundance of the Monterey Peninsula. Quality of life begins with your home in Schoonover Park and extends through every aspect of your California coastal lifestyle.

How to apply :

All prospective applicants must apply online. You must complete the entire application for submission. We only accept applications for the open positions listed. Please do not fax or mail in a printed version of the electronic applications or a resume in lieu of an application. If you are having difficulty applying or need assistance, please call (831) 582-3389. All positions are open until filled. The completed online application and resume must be submitted by 5 : 00 pm PST on the priority screening date. Applications received after this date will be reviewed at the discretion of the Corporation.

AFFIRMATIVE ACTION / EQUAL OPPORTUNITY EMPLOYER : The Corporation is an Equal Opportunity-Affirmative Action employer seeking to recruit and support a broadly diverse community of faculty and staff. We value and celebrate diversity in all its forms and strive to foster an inclusive culture built on respect that affirms inter-group relations and builds cohesion. We consider qualified applicants for employment for their anticipated contributions and without regard to race, color, religion, national origin, age, gender, gender identity or expression, sexual orientation, genetic information, medical condition, pregnancy, marital status, veteran status, or disability.

Benefits : Benefits include medical, dental, vision, life insurance benefits, contributory retirement plan (10% employer contribution after 6 months), 14 paid holidays per year, vacation, and other benefits, effective the first of the month following your hire date. Here is a link to our , which has detailed plan information. Here is a link to the , with general information.

Housing : Although CSUMB is located in a high-cost housing area, Schoonover Park rental homes are affordably priced. Monthly rent rates include cable television, garbage service, and sewer. The housing program is managed by the Greystar Company : 831-582-4810. Here is a link to more information on

Do you have an Associate degree or equivalent. Experience may be substituted for education on a year-for-year basis.

Do you have a minimum of 2 years experience working within a facilities management environment?

Required Question

Salary : $69,000 - $72,000

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