Sorority Live In House Director UW-M - Madison, United States - Eta Alpha House Corporation of Alpha Phi

Description

Position Summary

The principal duties of the House Director are to manage the proper care, operations, and maintenance of the Iota Chapter House of Alpha Phi (the "chapter house") in accordance with the health, safety, and fire codes of the city of Madison, Dane County and the State of Wisconsin and the housing policies of Iota Chapter of Alpha Phi, and Alpha Phi International Fraternity, Inc.

The House Director will oversee the day-to-day operation of the chapter house including management of personnel, coordination of contractors, vendors, and service providers, while staying within the provided budget.

The House Director will also serve as a liaison with the University and hostess to the chapter house, when requested.

The nature of the House Director's duties is such that both the House Director and the house corporation must plan carefully to control and anticipate the number of hours to be worked each week in anticipation of the needs of the chapter.

The duties necessitate significant variations in daily hours of work.

Priorities

Ensure the facility is run in such a way that shall protect the safety, health, and well-being of all members and guests.

Address and resolve maintenance issues quickly.

Protect and support the positive reputation of Alpha Phi, including its individual members, the chapter, and all volunteers and staff on the University of Wisconsin campus and the Madison community

Keep all Alpha Phi information, business, and member practices in strictest confidentiality.

This includes private member actions or information, all chapter information or practices, and all information related to the operation of the chapter or facility.

Respect for individual privacy and dignity is expected from all staff.

Ensure that a positive, working relationship is formed with vendors, staff, and collegiate members, keeping as a priority respect for all who enter the facility.

The house director must present a professional appearance and demeanor, with a positive and cooperative approach to communicating requests and resolving problems.

Operate the facility within the confines of the budget allocated for food, supplies, linens/tabletop, and repairs. Regular consultation with the house corporation and/or accountant is expected.

Essential Functions

Assure the facility meets all fire, safety, and health department requirements at all times.

Easily able to ascend and descend

4

flights of stairs routinely throughout the day.

Able to lift items weighing up to 30 pounds.

Reside in the chapter house during regular academic terms, as well as be available for vendor access for needed and/or scheduled repairs and special events during academic breaks.

Able to perform duties with prolonged periods of standing and walking, and semi-frequent pulling, pushing, and bending.

Work independently.

Manage and account for expenditures, including petty cash.

Give and receive written and verbal instructions in a clear and professional manner.

Management of employees, including scheduling and monitoring hours worked, reporting personnel concerns, and training and onboarding of new employees.

Proficient in Microsoft Word and Excel, e-mail, online ordering, scanning and vendor management.

House Management Responsibilities

Ensure cleanliness, orderliness, proper care, and maintenance of the facility.

Monitor equipment and building maintenance of the facility, contacting appropriate service companies to accomplish timely repairs and maintenance, and putting each maintenance issue into the Revela property management system.

The need for major repairs or purchases of equipment above $300 will be reported to the house corporation to obtain approval for such expenditures.

Maintenance tickets should be closed out within 14 days.

Supervise the exterior of the property by monitoring conditions and reporting any problems to the house corporation, including but not limited to, lawn, plantings, entrances, parking lot and sidewalks, appropriate lighting at night, and snow or ice removal for facility walkways.

Oversee safety and security of the chapter house via maintenance and repair as needed of the security system, outside lighting, and fire alarm systems.

Supervise and schedule regular testing of such systems and work with local emergency personnel on any required testing or certification.

Supervise contracted services in accordance with the policies of the house corporation.

Perform a security check of the chapter house before retiring each evening.

Secure all outside doors and windows on ground level, closing blinds and shutters and turning off lights as is practical.

Ensure that the facility is compliant with Fire Inspection codes and permits.

When present, the House Director will support chapter officers in charge of any emergencies that arise and will comply with Alpha Phi Fraternity Emergency Procedures and immediately inform the house corporation in the event of an emergency.

Coordinate and perform with the VP of Finance & Housing and the Director of Chapter Housing a fire drill and emergency preparedness exercise at the start of each semester that the Chapter is in residence.

Assist the house corporation with hiring, managing, and training of other household staff, at the request of the house corporation.

Monitor the food service for the facility, supporting the food service company to accomplish menu planning, food ordering, food preparation, serving and presentation.

The House Director may be directed to assist the kitchen staff and other staff by making local purchases needed for the efficient and cost-effective operation of the facility.

If a service provider is used, provide cooperative support, and monitor quality, including reporting to the house corporation any consistent issues that arise.

Work with the Head Chef, all vendors, and the house corporation to send appropriate invoices, information, and billings to the accountant.

Cooperate with the house corporation on planning and maintaining a balanced budget and keeping accurate accounting records. Account for all expenditures under the direct control of the House Director. Complete a monthly House Director Expense report including receipts and required documentation for all expenditures.

Maintain a list of all pertinent contacts (including all house corporation members and advisors, employees, vendors, suppliers, and service companies), procedures (move in/move out, operation of all safety and security equipment) and instructions (use of thermostats, equipment, and event planning history/best practices).

This information is to remain property of the house corporation, for use by substitutes or successors. All information should be readily available and accessible.

Reside in the chapter house during all academic terms and procure a substitute during any time in which the House Director is away overnight.

House Director requests must be given to their manager in writing two weeks in advance of proposed absence (except in case of illness).

All substitutes must be approved by your manager in advance.

Vacate the facility or plan on a quiet, private evening in the House Director apartment when chapter ritual activities are scheduled.

Cooperate with local, quadrant, and International Fraternity officers in carrying out the duties of the House Director.

Distribute individual room keys, if applicable, in accordance with the standardized facility procedure for distribution and collection.

Fulfill such other duties as requested by the house corporation and as are customary and usual to this type of position.

Specific Responsibilities

Maintain a home-like atmosphere in the chapter house - greeting residents and their guests, being available for meals and social events (only when requested by chapter officers) held within the house.

The following specific events are held annually and will be required:
Move-in and Out days, parents' weekend, and normal recruitment activities in which the House Director's presence is expected.

Act as official host in a manner that is pleasing and professional among all members and on behalf of the Fraternity.

Be present at facility lunches and dinners.

Conduct daily walk thru of the common areas of the facility (including upstairs hallways and bathrooms) to be sure all is in good repair and working order, thermostats are set correctly, and other staff/service providers are performing their duties in a satisfactory manner.

Maintain a relationship with the Chapter that will promote a healthy living environment. Establish Office Hours that offer regular availability to Chapter members. During these hours, the House Director is expected to be available and welcoming to Chapter members.

If the House Director must be absent during these hours, they should leave a note on their door stating when they expect to return.

Oversee the opening and closing of the chapter house prior to the beginning of each term and at the close of each term unless the chapter house is open for school breaks.

This will include a complete listing of all damages that have occurred and repairs that are needed. Assessment of damage should be completed within one week after residents move out.

Give regular reports and keep ongoing, open communication with the house corporation to provide information regarding the facility, the Chapter, vendors, household staff and general feedback deemed helpful to the house corporation.

At minimum, provide a weekly update via the Revela property management system by each Sunday evening (or other day approved by your manager).

Needed repairs or replacements should be reported on a regular basis via the Revela property management system. It is expected that house directors will read and respond to e-mail at least once a day.

Assist Alpha Phi Chapter Officers and Advisors in coordination of Chapter events as needed and only when requested.

All dates and events requiring food or beverages provided by the kitchen staff are to be discussed in advance with the Head Chef (minimum two weeks' notice in most circumstances).

Meet weekly with the VP of Finance & Housing and/or Director of Chapter Housing to discuss facility maintenance and management.

Enforce the chapter's visitation policy, alcohol policy and flame policy, along with all house rules; inform appropriate chapter officers and Chapter Advisor when a violation has occurred.

Inform the house corporation if repeated offenses occur.

Comply and assist with enforcing (with respectful and professional demeanor) Alpha Phi International Fraternity Standing Rules, Policies and Procedures and Iota Chapter House Rules, and report violations to the Chapter Advisor and Chapter President.

The House Director is expected to comply with all house rules, including visitation policies during periods of occupancy, and pet policies.

No alcohol, tobacco, or illegal drugs are allowed on Alpha Phi property at any time. The Fraternity allows no exceptions to this rule.

The House Director must comply with this rule and should help to enforce this rule with members through immediate communication to the chapter officers, advisors, or the house corporation.

Adhere to all Chapter, Alpha Phi, Panhellenic, and the University of Wisconsin rules for sorority housing.

Monitor all arriving mail.

Hold any mail addressed to the house corporation at the chapter house and scan and email it to the appropriate staff member in a timely manner in accordance with staff expectations.

Perform an annual inventory of all items in the facility, except in the chapter's recruitment/ritual closet.

One copy of the inventory list is to be given to your manager and the other is to be kept on file with the House Director.

Keep an organized filing system of all chapter house related items.

Keep the Guest Room ready and available to official Alpha Phi visitors and guests as approved and scheduled with the house corporation.

Personal guests (female only during periods of occupancy) for brief stays may be allowed with prior approval of your manager.

Job Type:
Full-time


Pay:
$45, $50,000.00 per year


Benefits:
Flexible schedule

Paid time off

Schedule:

8 hour shift

Choose your own hours

On call

Weekends as needed


Work Location:
In person

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