House Director for AXΩ at UNC Chapel Hill

Job Description

Job Title:           House Director

Organization:    NPC member (46 bed) sorority property located in the lovely Raleigh-Durham-Chapel Hill area of North Carolina, at the University of North Carolina at Chapel Hill.

Reports to:        Chapter Advisor

Effective Date: August 1, 2018 (can shift to September 1, 2018)

Job Location:    Chapel Hill, NC

Job Summary

The live-in House Director’s primary responsibility is managing a gracious, well-organized, sound, safe and secure, smoothly operating chapter facility. The House Director will oversee the day-to-day operations of the chapter facility including property management, which consists of the coordination of contractors, vendors, and service providers while following fiscal guidelines set forth by the chapter’s budget and directions from a dedicated property management team and a national property ownership organization. The House Director will support the local chapter's goal to provide the highest caliber, most comfortable and safest living and learning environment for all chapter members.

The house director will work a 30 hour non-exempt week with hours allocated to allow for outside personal interests including volunteer work, classes, and/or a chapter-approved part-time job, with the guiding criteria that the activity or activities must not conflict in any way with the responsibilities in this description, including meeting and coordinating with vendors and service companies. She is required to live in the HD suite on site throughout the year with the exception of her (minimum 3 weeks) planned paid leave.

The salary is a fixed $34K and includes a newly renovated, fully furnished private on-site apartment with exterior and interior entrances, dedicated parking space, laundry, cable TV, internet, cell phone allowance and laptop computer. During the academic year she will also enjoy 14 meals per week and limited housekeeping. Possible moving allowance.

Essential Functions and Requirements

An individual must be able to perform in a satisfactory manner the functions listed below to be successful in this role. We will make reasonable accommodations to enable individuals with disabilities to perform these functions.

Function Requirements Facility Management (75%) ·        Provide primary local point of contact for all vendors, suppliers and authorities to gain authorized access to the facility. This includes during regular business hours and after hours, as well as in any kind of emergency circumstances. The HD should know who is coming, when, for what purpose, and for how long, and should know and report the outcome of any work performed.

·        Identifies and coordinates, independently and with the property management company, processes needed to effectively manage all maintenance needs of the facility; manages multiple service providers, which may include identifying vendors, gathering quotes, overseeing work needed and performed, and remitting invoices to property manager.

·        Manages ongoing vendor relationships and supports chapter President and VP Finance in negotiating contracts; coordinates all safety programs with VP Facility Operations.

·        Coordinates all property maintenance and repair work, including planned and unexpected work, coordinates parking for such workers, and keeps property manager and President updated on the status of all work.

·        Sees to it that invoices are directed to the appropriate payor.

·        Provides support to kitchen staff as requested, typically by opening kitchen and rolling out breakfast, then locking up kitchen at night.

·        Provides occasional reports of housekeeper’s work, through cleaning service vendor, with the goal of maintaining overall cleanliness and appeal of interior and exterior surroundings.

·        Insures, by routine inspection and testing, the proper function of fire and smoke alarms as required by the owner, the University, and the City.

·        Ensures safety of all facility residents and staff by coordinating with all fire, police, sheriff, and university staff responsible for student security.

·        Schedules on-site security officers as needed for town-wide celebrations, street fairs, and other events which may draw the public towards the facility. Coordinates this work within the chapter’s budget in consultation with officers.

·        With the officers, coordinates fire department inspections, drills, and safety checks as required by the university and the City. Chapter Relations

 (20%) ·        Coordinates and agrees upon a work schedule with VP FO and President to provide coverage for the chapter’s facility related needs and remain within the hours paid for a given week. Coordinates evening and weekend work with VP FO and President to cover special events.

·        Ensures compliance with chapter facility rules and university policies pertaining to resident conduct; communicates any unusual trends and/or problems with the chapter to Chapter Advisor.

·        Presents self to the chapter and its members in a personable and professional manner at all times; provides assistance for house-related matters; creates and fosters a comfortable atmosphere within the facility for members.

·        Plans work schedule to be onsite and available as required when members are in residence, except when prior arrangements have been made.

·        Communicates regularly with vice president facility operations, Chapter Advisor, housekeeping, Executive Chef and his staff, and other chapter-level individuals and/or vendors relating to facility operations.

·        Oversees general administration of facility processes: mail distribution, submitting vendor bills/invoices to the responsible party in each case (either the local chapter or CSL). House Support (5%)

  ·        Opens each seated meal, engaging with members who sit at the first table.

·        Provides resident support by leading by example; teaches and guides residents through matters such as social graces, etiquette and professional courtesies, etc.

·        Acts as a confidant by listening, providing sound advice, encouragement and emotional support.

·        Provide meaningful educational and co-curricular programming to support member growth and development as determined by the Executive Board and Chapter Advisor, keeping in mind her background and skill set.

·        In support of facility residents, serves as an ambassador to visitors.

Knowledge, Skills and Abilities

The requirements listed below are representative of the knowledge, skills, and/or abilities required to perform each essential duty satisfactorily. We will make reasonable accommodations to enable individuals with disabilities to perform these functions.

• Excellent verbal/written communication and interpersonal skills.
• Well-organized and able to work while making sound decisions under pressure and within tight deadlines.
• Intermediate knowledge of Microsoft Word, Excel, Outlook and other email programs.
• Professional and diplomatic interactions with students, guardians, alumnae, advisers, service providers, vendors and community resources.
• Strong interpersonal skills, particularly with college-age students, including patience, flexibility, discretion and confidentiality.
• Skilled in facility management.
• Must possess a valid driver’s license and have access to transportation.

Education and / or Experience

To perform this job successfully, an individual must have the following education and/or experience:

• Bachelor’s degree or a minimum of five years’ equivalent experience in business, hospitality, or related field.
• Previous house director, property management, residence life, Greek-lettered organization or other group living experience preferred.

Physical Requirements: The physical demands described here are representative of those an individual must meet to successfully perform the essential functions of this job. We will make reasonable accommodations to enable individuals with disabilities to perform these functions.

• Ability to sit for extended periods of time and to move intermittently throughout the workday.
• Ability to stand and walk for extended periods of time throughout the workday.
• Physically active, able to climb up and down several flights of stairs daily and lift a minimum of 25 pounds if necessary. Ability to safely use a step stool to change light bulbs in bedroom closet ceilings.
• Ability to move in and between various facilities and handle exposure to inclement weather.
• Strong sensory skills, such as good eyesight, good hearing, and dexterity.
• Good speaking and listening skills.
• Ability to perform focused work with close attention to detail.
• Ability to operate office equipment, including computers, copiers, door access control software and smartphones.
• Ability to interact with others, both in person and through phone, email, and written correspondence.