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Area Office Manager

3 months ago

Stony Brook, United States Stony Brook University Full time

**Area Office Manager**

**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 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_ for more about Student Affairs._

**Required Qualifications (as evidenced by an attached resume)**:
Bachelor's degree (foreign equivalent or higher). In lieu of a Bachelor's degree, a combination of an Associate’s degree (foreign equivalent or higher) and two (2) years of directly related full-time professional experience may be considered. Two (2) years of full-time professional administrative experience. 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 working with a diverse student population. Experience with staff training and/or development. Experience utilizing Microsoft Office Suite and/or Google Workspace. Experience reconciling financial reports and/or tracking expenditures.

**Brief Description of Duties**:
The Area Office Manager reports to an Assistant Director for one of the residential communities on campus comprising approximately 4 - 12 residential buildings (per/area) accommodating over 1,100 - 1,600 students. There is a significant functional relationship with other units, most particularly with the Housing Administration area. The incumbent is accountable for the administrative management and coordination of activities related to the overall operations and services of the Residence Hall(s)/Apartment office(s). This includes but is not limited to: ensuring and maintaining compliance to Campus Residences’ policies and procedures and respective resolution of resident complaints, shared billing responsibility for a $7 million or more annual revenue stream and accurate supervision, utilization and manipulation of various computerized data systems including financial, facilities and student records.
- **Data Management**:

- Maintain the integrity of resident data on housing (including all arrivals, departures, and room changes), and judicial databases 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. This forward facing, highly visible point of contact support role will maintain a positive, empathetic, professional attitude towards fielding student requests/complaints/concerns; they will be a central information source, prioritizing and coordinating respective service needs. Decide the appropriate measured response which may include reassigning rooms, coordinating maintenance checks for all room entry/exits (collection/distribution of keys, required fixtures/equipment, entering work requests on facilities management systems, etc.). Manage damage assessments/billing/appeal investigations/responses for area.
- **Supervise, hire, and train full-time support and part-time student staff**:

- Coordinate the exchange of information and processing of forms and transactions for area staff, especially student staff. Work in tandem with the Facilities Manager and Custodial Supervisor for the designated area to report, address and follow up on facilities related matters identified by residents and staff. 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.
- **Reconcile area financial reports**:

- Track expenditures and monitor allocations for supplies and equipment budget(s). Process supply requisitions for areas in compliance with divisional guidelines. Follow up with the Campus Operations/Residential Operations, Division of Information Technology and Residence