OFFICE SERVICES MANAGER jobs in Waldorf, MD

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UC OFFICE OF THE PRESIDENT

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The University of California, one of the largest and most acclaimed institutions of higher learning in the world, is dedicated to excellence in teaching, research and public service. The University of California Office of the President is the headquarters to the 10 campuses, six academic medical centers and three national laboratories and enrolls premier students from California, the nation and the world.

DEPARTMENT OVERVIEW

The University of California Washington Center (The Center) is home to the UC Washington Program (UCDC), a system-wide academic internship program under direction of the UC Office of the President (UCOP). The Center houses approximately 280 students from the undergraduate UC campuses, enhancing their academic experience through an internship in Washington DC. The Center also has guest housing (similar to a campus conference center), classrooms, UCDC administrative offices, the UC Federal Government Relations Office, and additional office spaces, which are rented by UC-affiliated and non-UC affiliated entities.

Environment

This position is located at the UC Washington Center in Washington, DC. Candidate is required to move to Washington DC and live in the UC Washington Center facility. A one-bedroom partially furnished apartment (approx. 490 square feet) is provided for the candidate, and the selected finalist is permitted to have one (1) additional person live with them in the space on a permanent basis. The Assistant Manager is not permitted to receive compensation/revenue from any additional personal living/lodging in their assigned living space.

This is a career position, with a 6-month probationary period, which comes with the full array of UC benefits and participation in the UCRP retirement program.

Front Desk Shift Work, Evenings, and Weekends will be required. This position is classified as an Essential Staff Member, which means that they may be required to work during university holidays and closures and during states of emergency.

POSITION SUMMARY

Under supervision of the Manager of Student Services (Manager), the Assistant Manager of Student Services provides critical and developmental support and advising to residential students as one of the primary administrators of a comprehensive Student Services department, serves as a judicial officer and basic needs coordinator for the program, and manages the Student Services Desk (similar to a building front desk).

The Assistant Manager also has responsibility for supervising selected job duties of the (CSDs), whose primary roles include community programing, individual and small group advising and counsel, and administration of traditional campus student services related to residence life, social/emotional development, risk management, and crisis response. The Assistant Manager must be able to provide support to students in high-level crises and provide guidance and support to CSDs assisting students through lower-level crises. Through a diversity, equity, and inclusion lens, the Assistant Manager will use previous residence life experience and knowledge of student services practices, student development theories, and current trends to support and maintain a safe, positive, and supportive residential community. The Assistant Manager must exercise sound judgement (within set organizational policies, procedures, and guidelines) and know when and how to refer students to appropriate resources. The Assistant Manager must be able to work independently and cohesively on a small team and must be able to coordinate and supervise the work of others.

Responsibilities

35% Student, Building, & Guest Services Support

Student & Facilities Support

• Respond to and address student crises, safety issues, building facilities issues, and after hours calls as part of a 24-hour duty rotation. Consults with DSS, Facilities Manager, and Building Manager as necessary.
• Assist with administration and execution of residence life and student support services, such as housing management, residential programming, student advising, and student crisis response
• Coordinate Student Services Unit to manage and execute move-in and move-out logistics for all academic terms, including summer (~12 total). Note: The Center only closes for winter break. Students are in residence for the remainder of the calendar year.
• Respond to student issues related to facilities issues, roommate mediations, policy inquiry, etc.

Front Desk Operations

• Manage and shape daily operations of direct services provided at the front desk
• On-board, train, and ensure compliance of staff working the desk
• Direct the work of and provide back-up/managerial support to CSD performing the front desk duties, including:
• Perform all necessary duties and services provided at the Student Services desk as supplemental staff support for daily operations, typically during low traffic hours (up to 20 hours per week)

Guest and Building Services

• Collaborate with Manager, Building Manager, and Facilities Coordinator to track and manage building access items: metal keys, e-keys, and building ID cards
• Coordinate with Facilities Manager (contractor), Building Manager, Manager of IT Services, and Events Coordinator to schedule and communicate building operations, service maintenance, closures, etc. with students and overnight guests
• Integrate appropriate approach to traditional customer service into general office and Student Services Desk operations for students, building occupants, and building guests
• Establish, maintain, train, and hold staff accountable for customer service expectations

20% Specialized Student Support

• Develop and coordinate the facilitation of preventative and responsive interventions for students of historically minoritized identities/communities and students of concern
• Assume case manager duties related to students of concern, which may include:

Basic Needs

• Manage daily operations of on-site services related to Basic Needs, including the food pantry, any additional on-site services (may include some budget management), and staff support
• Direct CSD and/or student employee work related to Basic Needs: programming, sub-committee involvement, distribution services, etc.
• Propose, execute, and manage Basic Needs educational programming

15% Crisis Management & Emergency/Safety Services

Crisis management

• Respond to, refer, and report student & facilities crises
• Provide supplemental support and direction to CSDs managing and responding to student and facilities crises
• Assist Manager with development and revision of crisis protocols and training
• Facilitate and coordinate responses to bias incidents involving students
• Serve as a key case manager for students of concern and key administrator of CARE management system

Emergency/Safety Services

• Coordinate with assigned CSD to plan and perform and manage environmental health & safety checks each academic term
• Assist Manager and Building Manager with development, review, and compliance of emergency response protocols, including fire drills, shelter in place, active shooter, etc.
• Primary management of emergency notification system

15% Community & Personal Development

• Collaborate with assigned CSD(s) to coordinate and publicize Welcome Week and the Student Services orientation segment(s) for each academic term
• Assist with the implementation, and evolution of the Student Services community development and programming model
• Serve as primary liaison between Student Services and the building Security team
• Assist with coordination and delivery of special programs and initiatives related to diversity, equity, and inclusion
• Process and adjudicate Residence Life conduct cases, including documenting and flagging Title IX and Clery cases, in accordance with UCOP and federal standards
• Develop and administer training, information, and outreach to CSDs, students, and appropriate stakeholders related to student conduct
• Coordinate review of student code of conduct every 3-5 years

15% Student Services Unit Management & UCDC Administration

Student Services

• Support critical roles of the Manager in their absence
• Facilitate and plan Student Services staff meetings in collaboration with Student Services staff
• Create, facilitate, and procure staff development opportunities for the Student Services team
• Direct and supervise CSDs in specified areas of work
• Practice good stewardship of Student Services and UCDC financial and physical resources
• Assist with projects and initiatives assigned to the Student Services unit
• Serve as and carry out duties of and related to Campus Security Authority (Clery)

UCDC

• Attend and participate in UCDC All Staff meetings
• Attend, participate in, and represent Student Services various UCDC meetings
• Participate in, support, and represent UCDC at building and program events
• Participate in efforts required to meet UCOP compliance and complete all required UCOP compliance trainings

Special Note about Job Duties

Due to the unique nature of UCDC's operations, there may be times (such as crises related to acts of nature, national safety, etc.) that the distribution of duties may need to be adjusted and/or added with or without warning. The Manager of Student Services will do their best to keep the Assistant Director informed and involved in the changes, but the Assistant Director will be expected to perform the job duties as directed. In the absence of the Manager, the Assistant Manager may be required to serve in a full supervisory capacity for the CSDs.

Required Qualifications

• Three years of professional/graduate Student Affairs experience, with at least two years in a professional/graduate live-in Residence Life position
• Intermediate knowledge and understanding of essential residential life operations and management, including community building, conduct processes, and crises management
• Ability to interpret university policies and procedure and adjudicate policy violations
• Basic knowledge and use of advising and counseling techniques (such as active listening, paraphrasing, reflecting, etc.), facilitation, interpersonal skills, and problem-solving skills
• Knowledge and understanding of the needs of a diverse student population
• Ability to manage and direct the work of peers, colleagues, and direct reports
• Verbal communication, written communication, organization, and management of administrative tasks using various computer application programs

Preferred Qualifications

• Experience responding to, reporting, documenting, and adjudicating conduct and personal safety issues in a collegiate residential setting
• Experience managing staff, an office, front desk, and/or student services resource space
• Understanding of student and residential services offered by the University of California on campuses
• Familiarity with Washington DC and its local social and professional culture

Education

• Bachelor's degree required.
• Bachelor's degree and equivalent training in related areas preferred.

SALARY AND BENEFITS

Job Title
Student Life & Dev Specialist 3

Job Code
004564

Salary Grade
Grade 19

Payscale:
$61,000 - $76,000 (Commensurate with experience)


The University of California, Office of the President, is required to provide a reasonable estimate of the compensation range for this role. This range takes into account the wide range of factors that are considered in making compensation decisions including but not limited to experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. It is not typical for an individual to be offered a salary at or near the top of the range for a position. Salary offers are determined based on final candidate qualifications and experience. The full salary range shows the growth potential for this position and the pay scale is the budgeted salary or hourly range that the University reasonably expects to pay for this position.

Benefits: For information on the comprehensive benefits package offered by the University visit:

ADDITIONAL INFORMATION

HOW TO APPLY

Please be prepared to attach a cover letter and resume with your application.

APPLICATION REVIEW DATE

The first review date for this job is April 24, 2024. The position will be open until filled.

CONDITIONS OF EMPLOYMENT

Background Check Process: Successful completion of a background check is required for this critical position.

Smoke Free Work Environment: The University of California, Office of the President, is smoke & tobacco-free as of January 1, 2014.

As a condition of employment, you will be required to comply with the University of California , as may be amended or revised from time to time. Federal, state, or local public health directives may impose additional requirements.

EEO STATEMENT

The University of California, Office of the President, is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age or protected veteran status.

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