Campus:
San Francisco

Job ID: 527632

Job Title:
Residential Life Operations Specialist (Administrative Analyst/Specialist - Exempt I) - Residential Life

Appointment Type:
Probationary

Time Base:
Full-Time

Date Posted:
May 4, 2023

Closing Date:
Open until filled

Description:

Working Title

Residential Life Operations Specialist

SF State University

San Francisco State is an Equal Opportunity Employer and does not discriminate against persons on the basis of race, religion, color, ancestry, age, disability, genetic information, gender, gender identity, gender expression, marital status, medical condition, National origin, sex, sexual orientation, covered veteran status, or any other protected status. Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose by contacting the Senior Human Resources Manager.

Applicants may visit titleix.sfsu.edu for more information on SF State's policy prohibiting discrimination, and how to file an online report using the procedures under Executive Order 1096 Revised. Inquiries can be directed to the campus Title IX Coordinator and Discrimination, Harassment, and Retaliation Administrator by calling (415) 338-2032 or emailing vpsaem@sfsu.edu.

San Francisco State is a 100% Smoke/Vapor-Free Campus. Smoking or Vaping of any tobacco/plant-based substance is not permitted on any University properties.

The person holding this position may be 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.

This position may be a "designated position" in the California State University's Conflict of Interest Code. The successful candidate accepting this position may be required to file Conflict of Interest forms subject to the regulations of the Fair Political Practices Commission.

Department

Residential Life

Appointment Type

This is a one-year probationary position.

Time Base

Full-Time (1.0)

Work Schedule

Monday-Friday 9AM to 12 Noon and 1PM to 6PM; may work weekends and non-traditional hours, and is required to participate in after hours response rotation which directly responds to student crisis and emergency situations as well as providing consult, advice, and direction to the student leader on call team members.

Anticipated Hiring Range

$5,417.00 to $5,750.00 Per Month ($65,004.00 to $69,000.00 Annually)

Salary is commensurate with experience.

Position Summary

Under direct supervision of the Associate Director of Residential Education and Leadership, the Residential Life Operations Specialist is a full-time, live-on, leadership level position that is responsible for the overall design, implementation, and daily administration of the department’s Community Desk program which serves roughly 4,600 on campus students. This position provides strategic planning and leadership for the Community Desk program. The Residential Life Operations Specialist provides oversight for five full-time professional employees (Community Desk Residential Coordinator) in performing their job duties in management of the front desks located in on-campus housing facilities. This includes student assistant hiring and training processes as well as proposing and tracking desk budgets.

Additionally, the Residential Life Operations Specialist serves as a liaison to the Student Housing Office and Office of Emergency Operations to develop collaborative process alongside the Associate Director. They are a key player in representing Residential Life’s interest in the housing occupancy software, room change process, student move in and move out, and other housing related matters. They will assist the Director team in developing emergency response processes and trainings for the department.

As a member of the Residential Life Leadership Council, the person in this position will play a role in leading departmental initiatives in their respected content area. This includes program development, training, coaching others, assessment, and information sharing for their specialty content area.

Position Information

Community Desk Program Leadership

• Community Desk Residential Coordinator Leadership
  • Guide and lead the Community Desk Residential Coordinators.
  • Hold weekly or biweekly one to one meetings with each Community Desk Residential Coordinator.
  • Provide oversight and facilitate the recruitment, hiring, onboarding, training, and evaluation processes for all student assistants who work at the residence hall front desks.
  • Plan and execute Community Desk Residential Coordinators training and development
  • Meet weekly with the Community Desk professional team to engage in strategic planning and responding to current issues impacting the Community Desk program. This includes, but not limited to: Determining operating hours, package and mail processing turnaround, Desk Assistant training, and hiring of student assistants.

• Community Desk Operations Oversight
  • Provide strategic direction for the Community Desk program to enhance services and refine procedures and protocols.
  • Provide oversight for processing all mail for the Residence Halls and administrative offices of University Housing including serving as the main point of contact for University Mail Services, USPS, and other package delivery entities.
  • Assists in the development of the annual Community Desk program budget.
  • Lead Community Desk Coordinators in managing departmental desk operations, customer service delivery, day-to-day operational, check in and check out processes across communities and information management processes.
  • Audit compliance and management of key and card access protocols, procedures, and systems.
  • In coordination with the Community Desk Residential Coordinators, oversee the development of Lead Desk Assistant & Desk Assistant Training.
  • Manage departmental communication involving the Community Desk Program.
• Student Assistant Payroll
  • Troubleshoot and work to resolve issues and concerns related to student assistant payroll. Oversee student assistant training related to payroll responsibilities.
  • Lead the Community Desk Coordinators in preparing and processing payroll.
  • Maintain department documentation related to student assistant payroll for up to 150 student assistants.
  • Works closely with department administrative team to manage hiring of student assistants
• Community Access Control
  • Ensure proper key/card control and regular audits.
  • Develop community access protocols.
  • Make recommendation to enhance residential community access oversight.

Residential Student Services Operations & Student Housing Collaboration

• Collaborate with Student Housing Office to managing residential community occupancy and customer service practices.
• Represent Residential Life’s interests in utilizing Star Rez housing management software.
• Works with campus partners in the planning for the residential communities move-in, move-out, and transitional periods
• Identify operational issues and/or areas of improvement and implements solutions to improve processes and/or operational efficiency.
• Ensure and provide training to assigned staff to improve residence life operations; research and identify development opportunities for assigned staff.
• Develop, revise, and implement operational policies and procedures as necessary to ensure high quality service and effectiveness.
• Chair the department Operations committee.

Emergency Preparedness Oversight

• In partnership with the Associate Director, develop and present emergency preparedness training for department professional staff.
• Develop student leader emergency preparedness training.
• Manage fire alarm compliance and execute mandatory fire drills in the residential community.
• Partner with the Office of Emergency Services to create educational materials for residential students.
• Serve as Residential Life’s representative on campus committees involving emergency preparation and risk management.

Minimum Qualifications

Entry to this classification requires general knowledge and skills in the applicable administrative and/or program, field with a foundational knowledge of public administration principles, practices, and methods. This foundation would normally be obtained through a bachelor's degree and/or equivalent training and administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs.

• Working knowledge of and ability to apply standard theories, principles, practices, and techniques applicable to the program and/or administrative specialty to develop conclusions and make recommendations.
• Thorough knowledge of policies, procedures, and outside regulations pertaining to the applicable program and/or administrative specialty.
• Working knowledge of operational and fiscal analysis and techniques.
• Ability to take initiative and independently plan, organize, coordinate, and perform work in various situations where numerous and diverse demands are involved.
• Skill in the research, development and evaluation of policies and programs, including skill in the collection, evaluation, and interpretation of data to develop sound conclusions and make appropriate recommendations.
• Expertise in investigating and analyzing problems with a broad administrative impact and implications. Ability to anticipate problems and address them proactively.
• Demonstrated ability to effectively interpret, organize, and present information and ideas in written or presentation form.
• Ability to train others on new skills and procedures and provide lead work direction.

Preferred Qualifications

Due to the responsibilities and nature of this position, preferred qualifications that will lead to success in this role include:

• Master’s Degree in Higher Education Administration, Student Affairs, or related field;
• At least 2 years of post-master’s degree experience in Residential Life, Housing, or related student services position
• Demonstrated knowledge of the Student Affairs profession, student development theories, and “best practice” in student administration
• Ability to balance the developmental and educational needs of students with the obligation of the institution to protect the safety and welfare of the campus community.
• Demonstrated ability to research, understand, interpret, and apply technical procedures or regulations as well as federal, state, CSU, SFSU and Residential Life policies and procedures.
• Ability to provide day to day direction, motivation, collaboration, feedback, and support to fellow team members regarding a variety of joint functions.

Required License/Certification

Mental Health Certification: Incumbents should be certified or obtain certification within their first year in mental health support and services through:

• Mental Health First Aid Organization
• Another reputable organization approved by the department

California Driver’s License: If incumbent is expected and approved to travel for business, a valid California driver’s license may be expected to be maintained.

Environmental/Physical/Special

This position is required to live on campus and participate in the after-hours response rotation which directly responds to student crisis and emergency situations as well as providing consult, advice, and direction to the student leader on call team members.

The incumbent works a 40-hour work week with varied shifts and times, including some evenings, weekends, and non-traditional hours. The incumbent is provided a meal plan with a minimum of 5 and maximum of 10 meals per week in City Eats Dining Center. The incumbent is expected to interact and engage in conversation with residents as part of the meal plan.

As a member of the department’s leadership council, the incumbent understands that others in the department see them as a leader with larger responsibilities. Thus, engagement in the strategic planning for the department, coaching of team members, and broad communication about their content area and how it impacts the department required. For example: being attentive in meetings, fostering a sense of team, being open to constructive feedback, being able to communicate vision and department protocol, being a good steward of the department and the university.

Must be able to competently interact with a culturally and ethnically diverse population of students, faculty and staff.

Pre-Employment Requirements

This position requires the successful completion of a background check.

Eligibility to Work

Applicants must be able to provide proof of US Citizenship or authorization to work in the United States, within three business days from their date of hire.

Benefits

Threaded through our Total Compensation package is a commitment to Bridging Life's Transitions. SF State 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.

We offer a competitive compensation package that includes Medical, Dental, Vision, Pension, 401k, Healthcare Savings Account, Life Insurance, Disability Insurance, Vacation and Sick Leave as well as State Holidays and a dynamic Fee Waiver program, all geared towards the University's commitment to attract, motivate and retain our employee.

CSUEU Position

Eligible and qualified on-campus applicants, currently in bargaining units 2, 5, 7, and 9 are given hiring preference.

Additional Information

SF STATE IS NOT A SPONSORING AGENCY FOR STAFF OR MANAGEMENT POSITIONS. (i.e. H1-B VISAS).

Thank you for your interest in employment with California State University (CSU). CSU is a state entity whose business operations reside within the State of California. Because of this, CSU prohibits hiring employees to perform CSU-related work outside of California with very limited exception. While this position may be eligible for occasional telework, all work is expected to be performed in the state of California, and this position is assigned to on-campus operations.

CSU strongly encourages faculty, staff, and students who are accessing campus facilities to be immunized against COVID-19 or declare a medical or religious exemption from doing so. Any candidates advanced in a currently open search process are encouraged to comply with this requirement. The systemwide policy can be found at

The Human Resources office is open Mondays through Fridays from 8 a.m. to 5 p.m., and can be reached at (415) 338-1872.

Please note that this position, position requirements, application deadline and/or any other component of this position is subject to change or cancellation at any time.