Job Information
Western Washington University Associate Director of University Residences - Business Operations in Bellingham, Washington
Associate Director of University Residences - Business Operations
Apply now (https://secure.dc4.pageuppeople.com/apply/793/gateway/default.aspx?c=apply&lJobID=500880&lJobSourceTypeID=796&sLanguage=en-us) Work type: Permanent Full Time
Location: Bellingham, WA
Categories: Enrollment & Student Services
Position TitleAssociate Director of University Residences - Business Operations
About the UniversityWestern Washington University, with over 16,000 students in seven colleges and the graduate school, is nationally recognized for its educational programs, students and faculty. The campus is located in Bellingham, Washington, a coastal community of 90,000 overlooking Bellingham Bay, the San Juan Islands and the North Cascades Mountain range. The city lies 90 miles north of Seattle and 60 miles south of Vancouver, British Columbia. Western is the highest-ranking public, master's-granting university in the Pacific Northwest, according to the 2022 U.S. News & World Report rankings.
About the DepartmentUniversity Residences supportsWestern's mission (https://president.wwu.edu/mission-strategic-plan) , which states that together with our students, staff, and faculty, we are committed to making a positive impact in the state and the world with a shared focus on academic excellence and inclusive achievement. We encourage applications from women, people of color, people with disabilities, veterans, and other candidates from underrepresented backgrounds and with diverse experiences interested in this opportunity.
About the PositionProvide primary assistance to the Executive Director of University Residences in the provision of overall direction and coordination of the business and financial components of the Housing and Dining System. The scope of responsibilities includes overseeing Housing & Dining System’s budget and rate development process, monitoring and reporting the System’s financial progress, and ensuring adequate financial management systems and controls exist. Incumbent is expected to evaluate the quality of the contracted dining services and will use the department’s administrative meal card to assess the dining units.
University Residences is a self-supporting, auxiliary enterprise within the Housing and Dining System, with annual revenues in excess of $52 million housing about 4,500 students in fifteen residence halls and one apartment complex. The mission of the department is: Students in University Residences enhance their Western Experience in diverse and inclusive communities fostering active learning, leadership, social responsibility, civic engagement, and effective citizenship: supported by a high quality, attractive and sustainable campus environment. With the university and department at the forefront of change, staff must demonstrate innovation, hard work, creativity, and a student-focused approach. We strive to ensure campus residency offers students an educational advantage, engaging students in their own learning and contributes to their overall success.
This position is a professional staff exempt position for the purposes of federal wage-hour law (FLSA) and is covered by the terms and conditions set forth in the Professional Staff Handbook. For the purposes of inclement weather this position is designated as nonessential.
POSITION RESPONSIBILITIES
System Financial Management
Plan, direct, monitor and control general business management activities of the Housing and Dining System. Provide oversight for business processes in StarRez, the housing management software system.
Supervise, evaluate, and develop procedures, internal controls, and efficiencies for various sub-systems including purchasing, departmental/hall council PCard use, accounting, student receivables, data processing, financial reporting, and payables.
Coordinate the development and distribution of management reports to System managers.
Oversee and provide financial and operation analysis on general and specific areas of System operations.
Coordinate the activities for independent annual audit of the Housing and Dining System.
Support the implementation and evaluation of a fixed asset management system.
Contracts Management / Compliance
Assist Executive Director, University Residences in communicating and implementing dining vision, mission, goals, objectives and strategic plans with Western’s students and community members.
Manage day-to-day needs of various all-university and University Residences contracts including University Dining Services (contracted vendor), campus vending services, exclusive pouring rights contract, and laundry machine services.
Participate in problem-solving, needs assessment, and service evaluation.
Develop and use analytical tools to assess contract compliance, revenues, and survey responses.
Participate in contract negotiations by coordinating or working in conjunction with other campus constituents and WWU’s Purchasing Department.
Develop and attend student and community feedback opportunities and conversations involving dining services.
Input data into worksheets for analysis.
Assist University Residences - Facilities in the supervision of various maintenance contracts, service and memos of understanding agreements.
Personnel Management
Provide direction and leadership for a staff of 2 full-time staff and approximately 2 student employees.
Provide direct supervision of Fiscal Analyst 3[pending reclassification from existing FA2]and Dining Administration Manager[still to be created]positions.
Manage and implement recruitment, hiring, training and evaluation of all unit staff to ensure qualified staff exists to meet group objectives.
Provide oversight of Dining Administration Manager in assessing contractual alignment with university mission and values and selected dining contractor.
Adhere to all Federal, State, University, and Department policies and procedures, and bargaining unit contract language regulating employment practices.
Budget Development:
Direct the formation of the overall Housing & Dining System budget, currently at $52 million.
Analyze on-going operating data and incorporate into long range planning structure.
Communicate budget plans to System managers, University administration, and student constituents. Develop appropriate spreadsheets, charts, and talking points.
Ensure Housing and Dining System compliance with System Financing Principles.
Monitor revenues and expenditures within the various components of Housing and Dining System.
Engage student constituents in budgeting and rate setting process.
Coordinate involvement of the System's various organizational units.
System Capital Financing
Assist Executive Director of University Residences in the development and implementation of financing plans for System expansion and renovation in concert with University administration and external financial advisors.
Meet periodically with the University’s financial advisor and necessary WWU staff to review and develop current and future plans.
Work collaboratively with University Residences - Facilities to incorporate renewal and renovation needs and plans into financing assumptions.
Other Duties
Prepare annual report.
Develop goals for the fiscal programs consistent with department, division, and University mission, goals, and strategic plan.
Serve on University Residences Manager and Leadership teams.
Represent University Residences on appropriate committees, task forces, and search committees.
Administrative and Business Systems
Annually review the System’s property and liability insurance coverage and recommend changes.
Participate in the development and review of student contracts and agreements, eviction and delinquent procedures.
Participate in other legal, administrative and management decisions.
Liaison Responsibilities
- Serve as Housing liaison to: Divisional Budget Officer, Student Business Office, Dining Services, and Viking Union Auxiliary Services.
AuxiliaryOperations
- Direct, coordinate and participate in efforts to expand student service enhancements and revenue sources for the Housing & Dining System.
The incumbent will abide by applicable Federal law and Executive Orders, State of Washington Revised Code (*RCW) law and Washington Administrative Code (WAC), and University, Division of Enrollment and Student Services, and Department of University Residences policies and practices regulating activities and conduct necessary to successfully complete the responsibilities assigned to this position, including, but not limited to: Affirmative Action/Equal Employment Opportunity Guidelines, prohibition of sexual harassment and sexual discrimination, regulations from Occupational Safety and Health and Administration and Department of Labor and Industries, and the 1995 Ethical Standards for Officers and Employees of Washington State Colleges and Universities covering the appropriate usage and disposition of state property.
Required Qualifications
Bachelor’s degree
Five years of progressively responsible experience and demonstrated competence in budget development and financial management
Experience developing and using financial data management tools and familiarity with transaction and reporting systems (such as Banner, StarRez, Millennium).
Demonstrated ability to collect, organize and analyze data, prepare and interpret reports, and create assessments
Strong communication, negotiation, and problem-solving skills.
Demonstrated ability to work and lead effectively in a diverse environment.
Preferred Qualifications
Master’s degree
Highly organized with demonstrated ability to set and manage rapidly changing priorities in fast-paced environment.
Proven ability to plan and manage operational processes and implement new structures for maximum efficiency and productivity.
Conditions of EmploymentAll employees must comply with our Immunization policies, includingCOVID vaccination (https://hr.wwu.edu/covid-19-employee-vaccination-information) by time of hire andProof of Rubeola Measles Immunity (https://policy.wwu.edu/POL-U1300.01-Requiring-Proof-Of-Rubeola-Measles-Immunity) within 60-days of hire. Please reach out toHR@wwu.eduif you need information regarding medical or religious exemption and applicable accommodations.
This position requires a fingerprint background check.
Salary Hiring range is $92,865 - $106,795; through longevity position tops out at $120,725/year.
Benefits Information
Benefits Overview for Administrative Professional Position (https://hr.wwu.edu/files/2022-01/Benefits%20-%20Professional%20Staff.pdf) .
Application Instructions
A cover letter and resume are required and should address your experience related to the position responsibilities and the required and preferred qualifications. Please include the names and contact information of three professional references. References will only be contacted for finalists, with notice provided beforehand.
Closing Date Notes
Position closes 06/25/2023 at 11:55 pm.
Western Washington University (WWU) is an equal opportunity and affirmative action employer committed to assembling a diverse, broadly trained faculty and staff. Women, minorities, people with disabilities and veterans are strongly encouraged to apply. In compliance with applicable laws and in furtherance of its commitment to fostering an environment that welcomes and embraces diversity, WWU does not discriminate on the basis of race, color, creed, religion, national origin, sex (including pregnancy and parenting status), disability, age, veteran status, sexual orientation, gender identity or expression, marital status or genetic information in its programs or activities, including employment, admissions, and educational programs. See WWU’s Policy on Ensuring Equal Opportunity and Prohibiting Discrimination and Retaliation (https://policy.wwu.edu/POL-U1600.02-Ensuring-Equal-Opportunity-and-Prohibiting-Discrimination-and-Retaliation) . Inquiries may be directed to the Office of Civil Rights and Title IX Compliance, Title IX and ADA Coordinator, Western Washington University, Old Main 126 (MS 9021), 516 High Street, Bellingham, WA 98225; 360.650.3307 (voice) or 711 (Washington Relay); crtc@wwu.edu
WWU is committed to providing reasonable accommodations to qualified individuals with disabilities upon request. To request this document in an alternate format or to request an accommodation, please contact Human Resources Disability Services (https://wp.wwu.edu/hr/2015/09/02/i-need-a-workplace-accommodation/) , 360.650.3303 or 711 (Washington Relay).
Annual Security and Fire Safety Report: This report is provided pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act ("The Clery Act"). It includes statistics for the previous three calendar years concerning reported crimes that occurred on Western's campus; in certain off-campus buildings or property owned or controlled by Western; and on public property within, or immediately adjacent to and accessible from, the campus. The report also includes institutional policies concerning campus security, such as policies concerning alcohol and drug use, crime prevention, the reporting of crimes, sexual assault, and other matters. You can obtain a copy of this report in printed or alternate formats by contacting the Office of the Vice President for Enrollment and Student Services atvpsa.office@wwu.edu. The report can be found at:Annual Security and Fire Safety Report (https://vpess.wwu.edu/files/docs/ASRCleryreport.pdf) .
All new employees must comply with the immunization policy and show employment eligibility verification as required by the U.S. Citizen and Immigration Service before beginning work at WWU. A thorough background check will be conducted on all new hires which includes asexual misconduct background check (https://hr.wwu.edu/sexual-misconduct-background-checks) .
Job no: 500880
Advertised: May 26 2023 09:00 Pacific Daylight Time
Applications close: Jun 25 2023 23:55 Pacific Daylight Time