Business Operations Supervisor - St Paul, United States - University of Minnesota

Description

About the Job

Position Description
The Business Operations Supervisor (BOS) manages the business office and 24/7 information desk in a residence hall or apartment complex. The BOS manages hall/apartment occupancy, housing contract processes and policies, summer conference/apartment operations and the hall/apartment information desk. The position directly supervises student employees who work at the information desk and business office, conduct hall tours, and provide services for residents and guests throughout the academic year and summer.
The BOS provides guidance for residents in navigating their contract, assignment, and bill at the building-level. They support the community culture of the building as a critical access point for residents, potential residents, and their guests. The BOS supports several central-based processes that ensure optimum occupancy and customer satisfaction. The BOS reports to the Coordinator, Housing Operations.

Responsibilities for this position include the following:

Housing Operations Management (30%)
* Manage, direct, and lead all business operations within a residence hall/apartment complex.
* Manage and administer all housing contract policies and procedures.
* Implement and manage housing processes and procedures including: room/apartment changes, resident check ins/outs, contract release requests, disability accommodations, and occupancy reports.
* Manage the student class load credit monitoring process, at the building level, in collaboration with the Residence Director (RD) and the Housing Billing Specialist.
* Manage and monitor the business operations budget annually within a residence hall/apartment complex.
* Ensure functioning of business office equipment and facilitate regular maintenance and upkeep.
* Purchase and inventory supplies for building operations and community programs.
* Manage and audit the use of keys for resident rooms, community spaces, vendors, and trades workers throughout the building(s). Oversee a weekly key audit of resident room keys for assigned building(s).
* Order and maintain key inventory for the residence hall/apartment complex.
* Implement comprehensive audit of all keys and extra cores 3 times per year in assigned building(s).
* Coordinate the inventory and security of the spare key cores associated with the building(s).
* Ensure rigorous security and oversight for the use of submaster keys within assigned building(s).
* Facilitate all resident room lock changes in coordination with Facilities Management.
* Serve as department access control staff member for resident/guest access.
* Coordinate scheduling of common space within the hall/apartment.
* Provide consistent internal and external communications utilizing electronic messages and other communication mechanisms.
* Serve as the initial responder within the hall/apartment Customer Relationship Management (CRM) system in collaboration with the building Residence Life staff.
* Respond to and work to resolve resident/guest/parent questions/concerns and advise residents/guests/parents on hall/apartment policies and procedures.
* Coordinate hall tours in collaboration with University Admissions and train student staff on the Housing & Residence Life brand.
* Submit charges to student accounts for lost keys and other items.

Supervision of Business Operations Staff (25%)
* Recruit, hire, train, schedule, supervise, and evaluate Senior Business Office Assistant (SBOA), Business Office Assistant (BOA) and Office Assistant (OA) staff students for one building, 30-60 students for two buildings) working at the information desk, in the business office, and conducting building tours.
* Develop and facilitate ongoing training and development initiatives for student staff.
* Monitor and complete assigned payroll functions for hall/apartment student staff, serve as backup payroll processor for the facilities operations supervisor, and assist with select human resource tasks.
* Complete onboarding process for new student employees.

Administer the Summer Housing Program (20%)
* Plan and execute the summer housing program in a residence hall/apartment complex in collaboration with Conferences & Event Services (CES) and Contracts, Assignments, Billing (CAB) staff.
* Lead and serve on unit committees associated with the summer housing program.
* Select and train the Hospitality Specialist (HS) and Hospitality Business Specialist (HBS) staff in a residence hall in collaboration with CES.
* Supervise, schedule, and evaluate HS and HBS staff members.
* Receive notification of summer Incident reports and follow up with guest/resident, CES, and conference coordinator, and HS staff.

Manage the Hall/Apartment Information Desk (15%)
* Manage day-to-day Information Desk operations and processes.
* Utilize the Info Desk computer program to manage and monitor Information Desk processes.
* Develop, implement, and enforce Information Desk policies and procedures.
* Resolve resident/customer complaints related to the functions of the Information Desk.
* Support an inclusive, welcoming hall/apartment environment.

Collaboration/Outreach (10%)
* Meet regularly with the building management team and facilitate the meetings in rotation with the RD and the FOS.
* Serve as the business office and operations training contact for new Residence Life Staff in the residence hall/apartment complex.
* Meet regularly with the Coordinator, Housing Operations and participate in staff meetings.
* Collaborate with the Housing Operations Specialist on projects and committees.
* Coordinate with US Census representatives to complete regular census surveys in the residence hall/apartment complex.
* Attend professional development training opportunities.
* Serve on departmental committees.
* Lead and serve on unit committees.
* Serve as a primary building contact with University offices and departments.
* Other duties as assigned by the Coordinator, Housing Operations.

Salary Range: $49,000-$52,700

Qualifications

Minimum Qualifications
* Bachelor's degree and 2 years of post-bachelor's supervisory, operational, or administrative experience or a combination of education and supervisory, operational, or administrative experience totaling 6 years.
* Experience working with computers.
* Experience providing customer service.
* Strong communication skills and ability to correspond effectively.

Preferred Qualifications
* Demonstrated commitment to diversity and social justice.
* Demonstrated understanding of the educational value of on-campus housing.
* Experience training others on policies and contracts.
* Experience in housing operations on a college campus or previous experience in university student affairs.
* Experience hiring, training, developing, and supervising students in a university environment.

Benefits

Working at the University

At the University of Minnesota, you'll find a flexible work environment and supportive colleagues who are interested in lifelong learning. We prioritize work-life balance, allowing you to invest in the future of your career and in your life outside of work.

The University also offers a comprehensive benefits package that includes:

• Competitive wages, paid holidays, and generous time off
• Continuous learning opportunities through professional training and degree-seeking programs supported by the Regents Tuition Benefit Program
• Low-cost medical, dental, and pharmacy plans
• Healthcare and dependent care flexible spending accounts
• University HSA contributions
• Disability and employer-paid life insurance
• Employee wellbeing program
• Excellent retirement plans with employer contribution
• Public Service Loan Forgiveness (PSLF) opportunity
• Financial counseling services
• Employee Assistance Program with eight sessions of counseling at no cost

Please visit the Office of Human Resources website for more information regarding benefits.

How To Apply

Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will be given the opportunity to complete an online application for the position and attach a cover letter and resume.

Additional documents may be attached after application by accessing your "My Job Applications" page and uploading documents in the "My Cover Letters and Attachments" section.

To request an accommodation during the application process, please e-mail or call

Diversity

The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds.

The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. To learn more about diversity at the U:

Employment Requirements

Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.

About the U of M

The University of Minnesota, Twin Cities (UMTC)

The University of Minnesota, Twin Cities (UMTC), is among the largest public research universities in the country, offering undergraduate, graduate, and professional students a multitude of opportunities for study and research. Located at the heart of one of the nation's most vibrant, diverse metropolitan communities, students on the campuses in Minneapolis and St. Paul benefit from extensive partnerships with world-renowned health centers, international corporations, government agencies, and arts, nonprofit, and public service organizations.

At the University of Minnesota, we are proud to be recognized by the Star Tribune as a Top Workplace for 2021, as well as by Forbes as Best Employers for Women and one of America's Best Employers (2015, 2018, 2019, 2023), Best Employer for Diversity (2019, 2020), Best Employer for New Grads (2018, 2019), and Best Employer by State (2019,