Assistant Dean, Administration & Operations (1-Year Contract)

UNIVERSITY OF ST. MICHAEL’S COLLEGE

JOB OPPORTUNITY

This position is covered by United Steelworkers “All Employee” Bargaining Unit

PROFILE

The University of St. Michael’s College, federated with the University of Toronto, is a Catholic institution of higher learning founded by the Congregation of St. Basil, whose motto, “Teach me goodness, discipline and knowledge,” sets the tone for campus life. Committed to the pursuit of knowledge, meaning and truth, USMC is a dynamic center where Catholic intellectual thought thrives in a context of academic freedom and rigorous debate. The University of St. Michael’s College boasts a large and dynamic undergraduate division, an acclaimed Faculty of Theology and one of the busiest and most important libraries on the University of Toronto campus.

POSITION SUMMARY

Under the general direction of the Dean of Students, the Assistant Dean, Administration & Operations (ADAO) is responsible for providing primary leadership for the administration of the St. Michael’s College Student Residence, an enterprise that generates annual revenues of more than $12 million.  The ADAO oversees all aspects of the residence admissions process including applications and offers, room assignments, waiting lists, billing, the collection of residence and meal plan fees as well as occupancy management  The ADAO is also responsible for overseeing the business and administrative aspects of the Residence Operation including taking a leadership role in developing the budget, expense planning, revenue forecasting, accounts payable, tracking spending and managing/maximizing, miscellaneous income.  The ADAO works to ensure that business processes, systems and procedures are consistent with college priorities, the UofT Housing Office, and best practices.

DUTIES AND RESPONSIBILITIES

Residence Admissions & Assignments

• Manages the residence admissions process for both the academic year and summer session.
• Revises occupancy agreements in accordance with best practice and legal requirements
• Plans, implements, and monitors enrolment/occupancy strategies ensuring that budget targets are met and maintained.
• Collaborates with campus partners, including Food Services and Accessibility Services, to assist students who require individualized accommodation.

Operations

• Manages all start and end of term procedures (i.e., September move-in, Christmas shutdown, April move-out, summer check-ins/outs)
• Liaises with Facilities and Physical Plant to address deficiencies or damage to rooms, billing students when necessary; also liaises with external vendors to arrange for repairs or replacement of furniture stock.
• Facilitates the Winter Break Housing program for residents who are unable to return home for the holidays including arranging a preferred rate with a local hotel and providing students who book with a list of support services while the university is closed.
• Serves as the local StarRez power user for USMC.
• Provides leadership on technological advances in the StarRez, recommending upgrades and additions to improve efficiency and remain consistent with best practice.

Financial Management

• In consultation with the Dean of Students, develops and executes the residence operations budget and the campus life budget.
• Promotes fiscal responsibility within allocated budget for all full-time and student staff.
• Manages the fees and revenue of the residence operation (both academic year, summer) including the annual budget process (i.e., expense planning, revenue forecasting)
• Responsible for creating the departmental ‘budget tracking document’ each fiscal year.
• Responsible for reconciling departmental budget expenses with Financial Edge each quarter.
• In consultation with key stakeholders, updates and advertises the Fee Schedules for both the Academic Year and Summer Sessions.
• Ensures the first installment residence charges are posted to ROSI by mid-July and the second installment charges are posted by the third week of December.
• Manages subsequent changes to residence charges due to cancellations, withdrawals, room switches, or meal plan changes.
• Oversees miscellaneous revenue generators (e.g., fridge rentals, gym card rentals, key card replacements, forfeited deposits, etc.).
• Analyzes and recommends strategies to generate new business, funding and/or partnership opportunities.

Training / Mentorshipo 

• Provides mentorship and guidance to the Residence Operations Coordinator
• Recruits, hires, and trains Work Study students and/or other approved part time operation staff.
• Holds annual training session(s) with the residence dons to communicate expectations for operational issues (e.g. expense reimbursements, work orders, etc.).
• Provides training on StarRez to Dean’s Office staff as well as to other departments to promote a more cohesive inter-departmental operation.
• Oversees the Residence Tour program including recruiting and training guides, selecting tour room ambassadors, and arranging tour guides during important annual events (e.g. Spring Reunion, Fall Campus Day, Parent’s Day, etc.).
• Serves as Dean’s Office representative for the committee that oversees end of term transitions.
• Represents St. Michael’s College on UofT committees and working groups related to admissions, operations and StarRez management.
• Supervises communications by the ROC with current/prospective students and families, as well as current residents.

Marketing & Communications

• Oversees all communication to the residence population ensuring students are informed about procedures and updates that pertain to SMC residence and/or campus.
• Regularly updates the residence section of the website ensuring the sections relating to residence buildings, dorm rooms and the meal plan are marketed to their best potential.
• Develops content for marketing and/or promotional materials including Top 5 Newsletter, departmental brochures, and the Residence Handbook.

Emergency Response

• Although not part of the regular on-call rotation, the ADAO may be requested to assist in filling vacancies in the schedule from time to time.
• Liaises with Campus Police and other emergency services when required.

SKILLS & QUALIFICATIONS

Proven leadership skill and a demonstrated understanding of and respect for a student centered multi-cultural milieu.  Demonstrated project management skills with an ability to meet deadlines and manage a competing set of priorities with equanimity and efficiency.  Excellent written and verbal communication supported by computer skills which include word processing, knowledge of Mac / PC Environment, StarRez database, Microsoft Office (Excel, Word) and desktop publishing an asset.

EDUCATION & EXPERIENCE

• Formal Education: Bachelor’s degree; graduate degree considered an asset.
• Experience:  Minimum two years prior work experience in operational roles at post-secondary institution.   Familiarity with StarRez database is essential.  Experience training staff considered an asset.
• Other: Knowledge of various offices and resources available for student referral at the university and in the larger community.  Tact, sensitivity, initiative, flexibility, enthusiasm, ability to work independently, excellent interpersonal skills.

WORKING CONDITIONS:

• Open office. Incumbent is expected to be present in the office most days but will have the flexibility to occasionally work from home.

We thank all applicants for their interest. Only those considered for an interview will be contacted.

The University of St. Michael’s College is strongly committed to diversity within its community and especially welcomes applications from racialized persons/persons of colour, women, Indigenous/Aboriginal people of North America, persons with disabilities, LGBTQ persons, people who take a religiously informed view of human experience, and others who may contribute to further diversification of ideas.

All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.

If you require accessibility accommodation, please contact Human Resources at hr.stmikes@utoronto.ca.