Director of Campus Services

2 weeks ago

Tulsa, United States University of Tulsa Full time
Posting Details

Position Information

Position Title
Director of Campus Services

Job Description

The Director of Campus Services is an integral member of the senior management team and reports to the Associate Vice President for Campus Services. The Director manages the day-to-day operations of various campus services, including but not limited to:
• Mail Services
• Parking and Card Services
• Collins Fitness Center
• Transact
• Vendor relationship with Follett Bookstore, Textbook Program, CareATC, Pepsi, and Imperial
• Campus Services Ticketing System
• Campus Transportation
• Oversees Campus Services Facebook & Instagram

The Director will lead all efforts related to ensure services are readily provided and without any issues or disruptions. The Director will develop, distribute, and maintain regularly scheduled reports on benchmarked performance metrics, cashflow and breakeven analysis of each service unit, and emerging trends in service requests, or problems. This position is responsible for ensuring customer care and customer service excellence, outreach, and timely services delivery. The Director is also responsible for helping direct/manage special projects that support special events throughout the academic calendar. The Director also assesses and surveys customers for feedback on services provided, new services requested, and services no longer in demand. Data benchmark will be analyzed to understand volume, timely delivery of service, changes to delivery model, and other strategies to improve the customer experience.

CHARACTERISTIC DUTIESTransact System-
  • Manage resident door access
  • Manage Board Plans and Stored Value Accounts
  • Troubleshoot Tier 2 issues for students and staff
  • Manage 3rd party off-campus relationships (GrubHub and MotherRoad Market)
  • Work with IT Physical Security and Dining Services teams to manage Transact systems
  • Stay current and active in listservs, community forums, and other platforms for latest releases and technology advances in Transact Products Campus Mail Services
  • Supervise the mailroom operation which includes one full-time manager, assistant manager and postal clerk.
  • Monitor software upgrades and systems modules.
  • Assist with process improvements and procedures as needed to increase the efficiency of operations.
  • Ensure compliance with US postal rules and regulations, University policies and procedures governing mail services, and internal policies.
  • Review all required internal and external mailroom data report
  • Oversee with the daily operation of Mail Services, ensuring the operation is effective and efficient.

Parking and Card Services
  • Supervise parking and card services department assistant.
  • Oversee and maintain the T2 parking system.
  • Oversee the daily operation of parking permitting process.
  • Perform monthly review parking permit and ticketing revenue.
  • Perform routine inspection of parking lots for usage, capacity, and general maintenance.
  • Collaborate with Campus Security related to parking issues, ticketing and T2 support.
  • Collaborate with Athletics and Events related to parking needs.
  • Manage relationship with outside entities related to parking lot rentals.
  • Review and develop new parking initiatives.
  • Attend annual T2 conference.
  • ID Card production administrator (eAccounts, Online Photo Submission, Entrust InstantID)
  • Oversee the printing of all campus ID cards.
  • Work with IT to resolve any issues the arise with the card system, card printer or card access issues.
  • Order and maintain various card stock and ribbon and laminator needed to process cards.
  • Assist Summer Programs with card production and meal plan processing.

Collins Fitness Center -
  • Collins Fitness Center plays a pivotal role in enhancing student health and well-being within the university. • Supervise the Assistant Director of Recreation and Wellness.
  • Oversee the development of creating a healthier, more informed, and supportive campus environment.
  • Oversee the strategic planning process for Campus Recreation, Wellness and Esports to define the organization's vision and direction. Contribute to decision-making on administrative and operational issues, and spearhead the development and execution of both short-term and long-term plans.

Vendor Partnerships -
  • Maintain open and consistent discussions with vendors about expectations and requirements.
  • Foster positive and productive relationships with vendor leadership and staff on campus.
  • Ensure that customers are satisfied with products or services.
  • Provide regular performance evaluation and constructive feedback to vendors to continually improve services and address any issues.
  • Escalate concerns as necessary.
  • Oversee payments and revenue.

Administrative -
  • Oversee campus transportation service to support shuttle and van rental arrangements.
  • Develop and manage customer service initiatives within the central office including internal and external concerns via phone, email, or walk-in process.
  • Provide information to campus clients relating to Campus Services procedures and policies.
  • Collaborate with other departmental and university offices to assist with special projects/events.
  • Develop and maintain social media campaigns on all departmental platforms.
  • Business services liaison with Hurricane Gold Dollars for vendors on or off campus approved to accept campus cash.
  • Manage Tawk.to system for ticketing, live chat and offline AI system in coordination with Campus Housing & Dining.
  • Following up with clients or customers to check that they are satisfied with our services.

Professional Development -
  • Provide innovative ideas and strategic thinking to improve current Campus Services processes at volume, as well as stay up today on best business practices adopted by similar institutions or published in industry reports.
  • Take an active interest in identifying and participating in their professional development.
  • Serve on University, Divisional and Departmental Committees as requested

Required Qualifications

Minimum Qualifications:
  • Bachelor's degree
  • 5 years experience in a related field
  • Demonstrated experience with supervising professional and paraprofessional staff
  • Strong analytical ability to interpret and use complex data, logical and data-driven work style
  • Ability to multi-task efficiently in a fast-paced environment, drive projects to completion, and act with a sense of urgency
  • Excellent verbal and written communication skills, ability to communicate effectively at all levels
  • Collaborative team player, who can coordinate work effectively with employees, team members, and outside vendors
  • Ability to maintain a high level of confidentiality
  • High attention to detail, demonstrated practice of establishing effective priorities and meeting deadlines
  • Strong customer service with a can-do attitude and strong interpersonal skills.

Preferred Qualifications

Preferred Qualifications:
  • Master's degree
  • Previous work experience at The University of Tulsa or other academic institutions
  • Proficient knowledge of the Transact system.

Physical Demands
• Typing/Keyboarding: Proficiency in typing and using a computer keyboard for extended periods.
• Speaking: Ability to communicate effectively both verbally and in writing.
• Reaching: Ability to reach for items on shelves or in cabinets.
• Manual Dexterity: Ability to use hands and fingers to operate office equipment, handle files, and perform other tasks.

Posting Detail Information

Posting Number
S719P

Open Date

Close Date

Open Until Filled
Yes

Special Instructions to Applicants

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