Director of Off-Campus Housing Wilberforce University

Department: Division of Student Engagement

Reports To: Vice President of Student Engagement

Position Overview

The Director of Off-Campus Housing is a full-time, 12-month position responsible for the administration and oversight of the University's off-campus student housing program. As a condition of employment, the Director is required to reside on-site in the University-sponsored off-campus housing location and maintain availability to respond to residential concerns and emergencies, including outside normal business hours. The position provides leadership for University-sponsored apartment housing and serves as the primary University contact for off-campus residential operations.

The Director is responsible for coordinating housing assignments, occupancy, leases or housing agreements, apartment readiness, inspections, maintenance concerns, student communication, and relationships with property owners and management companies. The position works closely with the Director of (On-Campus) Residence Life, the Dean of Students and the Vice President of Student Engagement and other university departments to ensure that off-campus housing provides a safe, appropriate, and supportive residential environment for students.

The Director serves as a resource to students, parents and families, University administrators, property owners, property managers, and other campus partners. The position also responds to student concerns, residential incidents, emergencies, and housing-related issues and ensures that concerns are appropriately documented, communicated, and resolved.

Essential Duties and Responsibilities

Off-Campus Housing Administration

• Provide day-to-day administration and oversight of University-sponsored off-campus student housing.
• Coordinate the placement of students in University-sponsored apartments.
• Maintain accurate records of available units, occupancy, vacancies, assignments, and housing agreements.
• Develop and maintain procedures for off-campus housing applications, room changes, move-ins, move-outs, and vacancies.
• Coordinate apartment openings and closings and communicate applicable requirements and deadlines to students.
• Monitor occupancy and identify opportunities to maximize the appropriate use of available housing.
• Maintain accurate housing records and documentation in applicable University systems.
• Develop and maintain procedures for the collection, review, and maintenance of housing-related documentation.
• Assist with the development and administration of off-campus housing policies, procedures, forms, and student communications.
• Prepare reports related to occupancy, housing assignments, vacancies, maintenance concerns, and other housing operations.

Property Management and Landlord Relations

• Serve as the primary University liaison with property owners, landlords, and property management companies for University-sponsored off-campus housing.
• Coordinate housing agreements, leases, renewals, and related documentation in accordance with University administration.
• Monitor property management performance and communicate concerns regarding maintenance, safety, cleanliness, security, or student living conditions.
• Coordinate with property owners and management companies regarding apartment readiness prior to student occupancy.
• Conduct or coordinate periodic inspections of University-sponsored housing units, as permitted by applicable agreements and law.
• Document housing conditions and follow up on identified concerns.
• Communicate University expectations regarding student safety, property maintenance, and residential standards to applicable property partners.
• Escalate significant contractual, financial, safety, or operational concerns to the appropriate University administrator.

Student Housing Support

• Serve as a primary resource for students assigned to University-sponsored off-campus housing.
• Respond to housing questions, concerns, roommate issues, maintenance concerns, and other off-campus residential matters.
• Provide students with information regarding housing expectations, responsibilities, emergency procedures, and available resources.
• Assist students with housing transitions, room changes, move-in, and move-out processes.
• Address housing-related concerns in a timely and professional manner.
• Maintain appropriate confidentiality when handling student and housing information.
• Communicate with parents and families regarding housing matters as permitted by University policy and applicable law.

Safety, Security, and Emergency Response

• Establish and communicate procedures for reporting emergencies, safety concerns, maintenance emergencies, and other incidents.
• Respond to significant residential emergencies and coordinate with appropriate University personnel and emergency services.
• Assist in developing and communicating emergency procedures for students residing in University-sponsored off-campus housing.
• Coordinate with property owners and management companies regarding security measures, fire safety, emergency preparedness, and other residential safety concerns.
• Report significant safety or security concerns to the appropriate University administrator.
• Maintain working knowledge of applicable requirements related to student housing, fire safety, emergency preparedness, Clery reporting, FERPA, and other applicable federal, state, and local requirements.

Student Conduct and Residential Expectations

• Communicate University residential expectations and applicable student conduct requirements to students residing in University-sponsored off-campus housing.
• Coordinate with the appropriate University officials regarding alleged violations of the Student Code of Conduct.
• Document and report housing-related incidents in accordance with University procedures.
• Assist with the resolution of residential concerns involving student behavior, property damage, noise, unauthorized occupants, or other housing-related violations.
• Refer matters requiring formal conduct action to the appropriate University official.
• Work collaboratively with the Director of (On-Campus) Residence Life, Dean of Students and the Vice President of Student Engagement, and other appropriate offices when student conduct or behavioral concerns affect the residential environment.

Maintenance and Property Operations

• Serve as the primary University contact for reporting and tracking maintenance concerns involving University-sponsored apartments.
• Coordinate with property owners, management companies, Facilities, and other appropriate personnel to address maintenance issues.
• Monitor outstanding maintenance requests and follow up to promote timely resolution.
• Conduct or coordinate apartment walkthroughs and inspections as appropriate.
• Monitor general conditions of University-sponsored apartments, including cleanliness, furnishings, utilities, safety, and habitability.
• Maintain documentation of reported and resolved maintenance and property concerns.
• Identify recurring property or maintenance issues and make recommendations for improvement.

Budget and Administrative Responsibilities

• Assist with evaluating housing costs, rental arrangements, and available housing options.
• Provide information and recommendations regarding housing rates, occupancy, and housing-related expenses.
• Assist with evaluating potential new off-campus housing opportunities based on student needs, safety, location, cost, capacity, and University requirements.

Communication and Collaboration

• Establish effective working relationships with students, families, University administrators, faculty, staff, property owners, property managers, and community partners.
• Participate in University committees, meetings, programs, and events as assigned.
• Provide regular reports and updates to the Vice President regarding off-campus housing operations, occupancy, concerns, and emerging needs.
• Work closely with the Transportation Department regarding transporting students in off-campus housing.

Assessment and Program Development

• Develop and maintain operational goals and objectives for the University's off-campus housing program.
• Monitor student housing needs and identify opportunities to improve the off-campus residential experience.
• Collect and evaluate information regarding student satisfaction, housing concerns, occupancy, maintenance, and property management.
• Recommend changes to policies, procedures, housing arrangements, and services based on operational needs and student feedback.
• Assist with long-term planning for expansion, reduction, or modification of University-sponsored off-campus housing.
• Participate in departmental and institutional assessment activities.

Other Responsibilities

• Promote student success, safety, engagement, and community within University-sponsored off-campus housing.
• Participate in professional development and appropriate professional associations.
• Maintain availability to respond to significant housing concerns and emergencies.
• Support the mission, goals, and strategic priorities of Wilberforce University.
• Perform other duties as assigned.

Required Knowledge, Skills, and Abilities

• Knowledge of student housing and residential operations.
• Knowledge of apartment or property management practices and housing administration.
• Understanding of student development and the residential student experience.
• Knowledge of applicable requirements related to housing, fire and life safety, Clery reporting, FERPA, and emergency preparedness.
• Strong interpersonal, written, and verbal communication skills.
• Strong organizational and time-management skills.
• Strong problem-solving and decision-making skills.
• Ability to manage multiple priorities and work independently.
• Ability to establish and maintain effective relationships with students, families, property owners, vendors, University departments, and other stakeholders.
• Ability to handle confidential and sensitive information appropriately.
• Ability to respond professionally and effectively to emergencies, difficult situations, and student concerns.
• Proficiency with Microsoft Word, Excel, PowerPoint, and applicable University information systems.

Education and Experience

A Bachelor's degree in Higher Education, Student Affairs, Business Administration, Property Management, Public Administration, or a related field is required. A Master's degree in Higher Education Administration, Student Affairs, Business Administration, or a related field is preferred.

Three to five years of progressively responsible experience in student housing, residence life, property management, higher education administration, or a related field is preferred.

Experience with apartment or residential property operations, housing assignments, contract or lease administration, student services, facilities coordination, or property management is preferred.

A demonstrated record of reliability, integrity, sound judgment, organization, and effective communication is required.

All candidates must be legally authorized to work in the United States at the time of hire.

The University does not sponsor or take over sponsorship of employment visas for this position.

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