Housing Administrator
Who We Are
We, the Division of Student Affairs, are a student-focused organization that aims to empower student success and support personal development. We act daily to create, enhance, and sustain a culture of respect and inclusion in the workplace, focusing on equity and justice in its many forms, including racial, social, and environmental justice. We intentionally and relentlessly pursue excellence through introspection, vulnerability, empathy, compassion, learning, and courage. We value our internal and external partnerships as vital drivers of the ambitious goals we pursue. We celebrate and take pride in the following:
Named one of the "Most Promising Places to Work in Student Affairs" by Diverse Magazine.
Serving a highly diverse student body (click here (https://www.stonybrook.edu/commcms/irpe/fact_book/dashboards/enrollment.php) for more information).
Leading the way as the #1 ranked institution in the AAU and #3 of all colleges and universities nationally in fostering our students' social mobility.
Awarded multiple distinctions including philanthropic awards and research grants in experiential learning and career development, voter engagement, student engagement, health and wellness practices, and quality of residential life.
Click here (https://www.stonybrook.edu/commcms/studentaffairs/stu/join-us.php) for more about Student Affairs.
Required Qualifications (as evidenced by an attached resume):
Bachelor's degree (foreign equivalent or higher). In lieu of the Bachelor's degree, a combination of an Associate's degree (foreign equivalent or higher) and two (2) years of directly related professional experience may be considered. Two (2) years of professional, full-time administrative experience. Experience with Microsoft Office and/or Google apps. Operations experience. Customer service experience.
Preferred Qualifications:
Bachelor's degree (foreign equivalent or higher) in Business, Organizational Management or a related field. Supervisory experience (student supervision may be considered). Experience with staff training and/or development. Experience reconciling financial reports and/or tracking expenditures. Experience working with internal and external partners. Database management experience.
Brief Description of Duties:
Reporting to the Associate Director of Conference and Southampton Housing Administration or Assistant Director of Conference and Summer Housing, the Housing Administrator will assist in managing the day-to-day operations of housing assignments, records management, and billing of our summer students, academic year Southampton students, and conference housing participants. The individual will be responsible for developing, managing, and maintaining various processes and business practices for professional staff working with these populations. They will manage MOU development, invoicing, and space reservation blocking. Campus Residences manages an 11,300 bed residential system, generating approximately $116 million in annual revenues. Our Summer and Conference Housing operations host over 2,500 guests and generate revenues in excess of $2.8 million dollars annually.
The Housing Administrator provides professional and administrative support for the day-to-day operations of Campus Residences, an office that serves over 10,000 students and all conference housing. The position is the initial point of contact for Campus Residences and is responsible for answering incoming calls, in-person inquiries, and the department's general email inboxes Reside and CRCH (Conference Housing). This position provides support to the Housing Administration staff.
The Housing Administrator must have the ability to quickly learn and retain information, and provide accurate information to all Campus Residences areas. The position requires working knowledge of academic, human resources, and administrative matters. The successful incumbent will have excellent customer service, oral and written communication, and interpersonal skills, exercising strong organizational and time management skills with exceptional attention to detail. Incumbent must have the ability to multitask in a fast-paced environment and the ability to diffuse escalated situations.
Data Management:
Maintain the integrity of resident data on housing (including all arrivals, departures, and room changes) that interface with university-wide billing, financial aid, and student records systems; data entry and report generation of these and other administrative and facilities management data sources.
As an initial point of contact for students and conferences, the incumbent will be a central information source, fielding student requests/complaints/concerns and prioritizing and coordinating respective service needs. Decide the appropriate measured response, which may include reassigning rooms and coordinating maintenance checks for all room entries/exits (collection/distribution of keys, required fixtures/equipment, entering work requests on facilities management systems, etc.). Manage damage assessments, billing, appeals, investigations, and responses for respective responsibilities.
Work in tandem with the campus partners for the designated area to report, address, and follow up on facilities-related matters identified by residents and conference clients.
Interface with other departments in relation to Southampton and Conference Housing on a regular basis.
Administer security/access control: Authorize, activate, deactivate, and track swipe card access to residential units and common areas. Remove access as appropriate. Maintain an accurate and secure key inventory at all times. Develop the business practices that other professional and student staff utilize to manage these items.
Reconcile financial reports, track expenditures, and monitor allocations for supplies and equipment budget(s).
Process supply requisitions for areas in compliance with divisional guidelines.
Assist the Assistant Director of Business Operations in reconciling all client payments and following up with clients as needed.
Manage and maintain shared inboxes for Southampton Student Life and Summer and Conference Housing.
Assist in the management of space blocking, MOU development, and group invoicing.
Recruit, train, and supervise hourly student staff and summer housing assistants.
Manage the linen program for conference participants.
Generate statistical queries summarizing demand in relation to available space.
Manage bookings, assignments for Southampton Campus, and students transitioning between campuses and conference housing.
Professional Development and Committee Involvement:
Participate in opportunities that promote your learning, growth, and development (i.e., classes, training, committees, webinars, etc.).
Contribute to the Division of Student Affairs and Stony Brook University by attending and/or supporting events, activities, and programs sponsored by areas outside of your individual unit/department (i.e., campus-wide traditions, events, programs, etc.).
Other duties or projects as assigned as appropriate to rank and departmental mission.
Evening and weekend work may be required at times.
Special Notes:
This is a full-time appointment. FLSA Non-Exempt position, eligible for the overtime provisions of the FLSA.
In addition to the employee's base salary, this position is eligible for $3,400 UUP annual location pay, paid biweekly.
Essential Position: This has been designated as an essential position based on the duties of the job and the functions performed. Positions that are designated as such may be required to report to work/remain at work even if classes are canceled, and the campus is working on limited operations in an emergency.
For this position, we are unable to sponsor candidates for work visas.
Resume/CV and cover letter should be included with the online application.
Stony Brook University is committed to excellence in diversity and the creation of an inclusive learning, and working environment. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, pregnancy, familial status, sexual orientation, gender identity or expression, age, disability, genetic information, veteran status and all other protected classes under federal or state laws.
If you need a disability-related accommodation, please call the university Office of Equity and Access (OEA) at (631) 632-6280 or visit OEA (https://www.stonybrook.edu/commcms/oea/) .
In accordance with the Title II Crime Awareness and Security Act a copy of our crime statistics can be viewed here (https://www.stonybrook.edu/police/) .
Visit our WHY WORK HERE (https://www.stonybrook.edu/jobs/working-here/) page to learn about the total rewards we offer.
LI-ES1
Job Number: 2501336
Official Job Title: : Staff Assistant
Job Field : Administrative & Professional (non-Clinical)
Primary Location : US-NY-Stony Brook
Department/Hiring Area: : Campus Residences
Schedule : Full-time
Shift : Day Shift Shift Hours: : 8:30 a.m. - 5:00 p.m. :
Posting Start Date : Apr 25, 2025
Posting End Date : May 9, 2025, 11:59:00 PM
Salary: : $55,000-$60,000
Appointment Type: : Term
Salary Grade: : SL2
SBU Area: : Stony Brook University
Req ID: 2501336
