What are the responsibilities and job description for the Director, Housing Administration position at Vanderbilt University?
The Director of Housing Administration is a key member of the Housing and Residential Experience (HRE) leadership team and plays a pivotal role in managing department-wide initiatives and administrative processes with the Associate Dean of Housing and Residential Experience. This position leads collaborative efforts, facilitates decision-making through information gathering and sense-making, and ensures seamless project execution. With a focus on smooth operations and transformational experiences, the Director of Housing Administration is an integrator who connects work streams that would otherwise remain siloed, is a communicator linking the operational units within HRE, and a thought partner for the Associate Dean in streamlining operations and communications.
The Director of Housing Administration supervises the HRE administrative support team and oversees a variety of department-wide administrative and organizational functions including departmental communications, residential key management, third party security relationships, staff recruitment and onboarding, and procurement and purchasing. This role requires meticulous attention to detail, strong organizational skills, integrity in handling sensitive information, and the ability to prioritize effectively amidst evolving priorities. The position fosters continuous improvement initiatives across the department.
About The Work Unit
Housing and Residential Experience houses over 90% of our undergraduate students. We seek to provide a safe, secure, comfortable, accessible and healthy housing for its residents. Programming for residents builds engaged communities in which students’ social needs for belonging, friendship, recognition, respect and dignity are met. These communities foster learning, personal development, academic achievement, and successful transitions for both new students and graduates.
About Student Affairs At Vanderbilt
Student Affairs serves a central role in student learning and development at Vanderbilt, advancing the University’s mission of teaching, research, and service. Student Affairs at Vanderbilt cultivates vibrant, inclusive communities that foster a student’s sense of belonging and wellbeing through collaborative partnerships, transformative learning experiences, and an accessible and holistic network of resources. We value connection, belonging, compassion, development, and innovation. Our staff are committed to continued growth in knowledge, awareness, skills, and experience engaging with these priorities in a higher education environment.
Key Functions And Expected Performance
Supervise three (3) direct reports and provide leadership, coordination, and support for staff development in all areas of responsibility.
Education And Certifications
Vanderbilt is a community of talented and diverse staff & faculty!
Role
At Vanderbilt University, our work - regardless of title or role - is in service to an important and noble mission in which every member of our community serves in advancing knowledge and transforming lives on a daily basis. Located in Nashville, Tennessee, on a 330 acre campus and arboretum dating back to 1873, Vanderbilt is proud to have been named as one of “America’s Best Large Employers” as well as a top employer in Tennessee and the Nashville metropolitan area by Forbes for several years running. We welcome those who are interested in learning and growing professionally with an employer that strives to create, foster and sustain opportunities as an employer of choice through:
Vanderbilt University has made the health and safety of our students, faculty and staff and our surrounding communities a top priority. As part of that commitment, the University may require employees to comply with any testing or health and safety measures which the University may require.
Commitment to Equity, Diversity, and Inclusion
At Vanderbilt University, we are intentional about and assume accountability for fostering advancement and respect for equity, diversity, and inclusion for all students, faculty, and staff. Our commitment to diversity makes us who we are. We have created a community that celebrates differences and lets individuality thrive. As part of this commitment, we actively value diversity in our workplace and learning environments as we seek to take advantage of the rich backgrounds and abilities of everyone. The diverse voices of Vanderbilt represent an invaluable resource for the University in its efforts to fulfill its mission and strive to be an example of excellence in higher education.
Vanderbilt University is an equal-opportunity, affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran, or any other characteristic protected by law.
Please note, all candidates selected for an offer of employment are subject to pre-employment background checks, which may include but are not limited to, based on the role for which they have been selected: criminal history, education verification, social media review, motor vehicle records, credit history, and professional license verification.
The Director of Housing Administration supervises the HRE administrative support team and oversees a variety of department-wide administrative and organizational functions including departmental communications, residential key management, third party security relationships, staff recruitment and onboarding, and procurement and purchasing. This role requires meticulous attention to detail, strong organizational skills, integrity in handling sensitive information, and the ability to prioritize effectively amidst evolving priorities. The position fosters continuous improvement initiatives across the department.
About The Work Unit
Housing and Residential Experience houses over 90% of our undergraduate students. We seek to provide a safe, secure, comfortable, accessible and healthy housing for its residents. Programming for residents builds engaged communities in which students’ social needs for belonging, friendship, recognition, respect and dignity are met. These communities foster learning, personal development, academic achievement, and successful transitions for both new students and graduates.
About Student Affairs At Vanderbilt
Student Affairs serves a central role in student learning and development at Vanderbilt, advancing the University’s mission of teaching, research, and service. Student Affairs at Vanderbilt cultivates vibrant, inclusive communities that foster a student’s sense of belonging and wellbeing through collaborative partnerships, transformative learning experiences, and an accessible and holistic network of resources. We value connection, belonging, compassion, development, and innovation. Our staff are committed to continued growth in knowledge, awareness, skills, and experience engaging with these priorities in a higher education environment.
Key Functions And Expected Performance
- Works to anticipate the strategic and operational needs of the department and develop and execute the short and long-term goals with the Associate Dean.
- Works collaboratively and independently with departmental leaders on project development and management, organizational activities, and strategic initiatives within their respective areas to improve functionality for their respective areas and the department at large. Serves on the Associate Deans Senior Staff.
- Manages departmental communications and communications calendars across various formats including emails, listservs, posted notices, websites, and social media. Works closely with Student Affairs Communications team to promote effective communication and the coordination and standardization of workflow within the department.
- Interacts as needed with students, staff, faculty, administrators, and visitors and communicates with internal and external constituents as a representative of the Associate Dean.
- Gives direction, exercises functional supervision, ensures cross-training, and supports performance and professional development of administrative staff within the department. Delegates and oversees administrative functions including calendar management, meeting and event logistics, agenda management, staff recruitment and onboarding, third party contract management, procurement and purchasing.
- Oversees student room key tracking and distribution including designing and implementing continuous process improvement, assessing lost key charges, and maintaining clear communications and expectations between Residential Experience, Housing Facilities, and University Key Shop to ensure safety and security measures are maintained.
- Manages HRE relationship with third-party security vendor including assessing performance, evaluating schedules, duties, and expectations, and meeting regularly with vendor leadership. Works closely with campus partners in Vanderbilt University Policy Department (VUPD) to address concerns and seek expertise in assessing performance and overall program to maintain and improve student safety.
- Coordinates and provides central support for residence hall opening and closing processes by ensuring departments meet key performance measures and dates and have access to appropriate resources including preparation and communication with students for damage billing
- Lead efforts to assess the effectiveness of current administrative functions within the HRE office across the areas of Assignments, Residential Experience, and Facilities focusing on their service levels and overall impact on operations, with particular attention to enhancing the student experience. This includes identifying areas for improvement and implementing strategies to strengthen services for both students and the broader campus community.
- Recommends new or revised policies, procedures, and operational procedures to the Associate Dean in all administrative areas as needed to facilitate the accomplishment of program objectives, improve processes, and benefit the Department operation.
- Analyzes information and independently resolves problems, issues, and concerns; resolves, escalates, or routes incoming requests appropriately
- Assists the Associate Dean in confidential and sensitive matters, maintains operational files.
- Conducts research, compiles data, and prepares documents for consideration and presentation. Creates, proofreads, provides thought partnership, and edits documents for the Associate Dean.
Supervise three (3) direct reports and provide leadership, coordination, and support for staff development in all areas of responsibility.
Education And Certifications
- Bachelor’s degree and eight (8) years of experience in student affairs is required.
- Master’s degree and three (3) years of administrative leadership experience in higher education is preferred.
- Demonstrated ability to take a comprehensive approach to deal with planning and operational issues in terms of current complexities and interactions as well as long-term consequences.
- Strong verbal and written communication skills; ability to influence / persuade all levels of staff.
- Demonstrated superior ability to effectively communicate with faculty, staff, students and other individuals from diverse backgrounds with the ability to show sensitivity, resolve conflict, speak confidently, and defer appropriately when an issue needs to be referred.
- Skills in organization and customer service to effectively manage multiple important priorities. Proven ability to organize department work functions in an efficient and effective manner. Strong organization, problem solving, negotiation and decision-making skills.
- Proven skills to quickly evaluate complex issues and identify multiple options for resolution. Demonstrated advanced analytical skills with a proven ability to analyze data and research complex issues data in order to detect trends, evaluate options, consider consequences and recommend solutions.
- Demonstrated management and conflict resolution skills to effectively lead and motivate others.
- Demonstrated superior ability to develop and maintain effective, productive and cooperative working, reporting and professional relationships with employees at all levels of the organization, working collaboratively with individuals and groups to incorporate their ideas and adapt to their needs.
Vanderbilt is a community of talented and diverse staff & faculty!
Role
At Vanderbilt University, our work - regardless of title or role - is in service to an important and noble mission in which every member of our community serves in advancing knowledge and transforming lives on a daily basis. Located in Nashville, Tennessee, on a 330 acre campus and arboretum dating back to 1873, Vanderbilt is proud to have been named as one of “America’s Best Large Employers” as well as a top employer in Tennessee and the Nashville metropolitan area by Forbes for several years running. We welcome those who are interested in learning and growing professionally with an employer that strives to create, foster and sustain opportunities as an employer of choice through:
- Working and growing together as a community of communities... we are One Vanderbilt.
- Providing a work environment where every staff and faculty member can be their authentic and best self, while providing the resources and opportunities to learn and grow.
- Encouraging development, collaboration, and partnership both internally and externally while fostering the value that every member of the Vanderbilt community can lead and grow regardless of title or position.
Vanderbilt University has made the health and safety of our students, faculty and staff and our surrounding communities a top priority. As part of that commitment, the University may require employees to comply with any testing or health and safety measures which the University may require.
Commitment to Equity, Diversity, and Inclusion
At Vanderbilt University, we are intentional about and assume accountability for fostering advancement and respect for equity, diversity, and inclusion for all students, faculty, and staff. Our commitment to diversity makes us who we are. We have created a community that celebrates differences and lets individuality thrive. As part of this commitment, we actively value diversity in our workplace and learning environments as we seek to take advantage of the rich backgrounds and abilities of everyone. The diverse voices of Vanderbilt represent an invaluable resource for the University in its efforts to fulfill its mission and strive to be an example of excellence in higher education.
Vanderbilt University is an equal-opportunity, affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran, or any other characteristic protected by law.
Please note, all candidates selected for an offer of employment are subject to pre-employment background checks, which may include but are not limited to, based on the role for which they have been selected: criminal history, education verification, social media review, motor vehicle records, credit history, and professional license verification.
