Responsibilities include enforcement of housing policies; publications, and reporting; leasing plan implementation; creating and implementing marketing plan, all administrative tasks associated with room assignments/contracting, accounts receivable, billing/collections, maintaining residents’ accounts, & manage parking process including applications/payments/assignments.
Planning, assigning, and directing work; addressing complaints and resolving problems. This is a live on position with participation in on call duty rotation.
Essential Duties and Responsibilities
Assist in the collection of rent payments
Oversee the leasing process for prospects and returning residents (academic year and summer).
Coordinate data entry of payments and charges to student accounts.
Coordinate all mailings to resident’s arrival information, cancellation, reminders, collection notices, leases, etc.
Coordinate all aspects of the contracting process, including move-in and move-out
Maintain accurate student accounts in Property Boss
Generate License Status Report (LSR) and update rosters regularly
The Assistant Manager supports the general management and administrative operations of the facility
Provides support in facilitating staff selection and training
In conjunction with the Manager, assists in the establishment of the goals and objective for the site.
Develops site Marketing Plan and responsible for implementation
Manages and updates site social media accounts
Assists in the development and integration of the site apartment program with the larger Capstone model of student housing programs.
Participates in the assessment, identification and appropriate response to the needs of the apartment residents and facility upkeep.
Communicates apartment life benefits and desirability of residence through the implementation of the leasing plan.
Works Cooperatively with General Manager.
Performs others tasks as assigned by the General Manager.
Participates in on call duty rotation with Management Team
Other duties as assigned.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education and/or Experience
Bachelor degree required and a Master degree preferred. Two to five years’ experience in higher education administration and / or student housing.
Directly supervises the Office Coordinator in his/her administrative office responsibilities. Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws. Responsibilities include interviewing, hiring, with the General Manager, and training employee; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.
To perform the job successfully, an individual should demonstrate the following competencies:
Problem Solving - Identifies and resolves problems in a timely manner; gathers and analyzes information skillfully; develops alternative solutions; works well in group problem solving situations; uses reason even when dealing with emotional topics.
Customer Service - Manages difficult or emotional customer situations; responds promptly to customer needs; responds to requests for service and assistance; meets commitments.
Interpersonal Skills - Focuses on solving conflict, not blaming; maintains confidentiality; listens to others without interrupting; keeps emotions under control; remains open to others' ideas and tries new things.
Written Communication – Writes clearly and informatively; edits work for spelling and grammar; able to read and interpret written information.
Teamwork – Exhibits objectivity and openness to others’ views; gives and welcomes feedback; contributes to building a positive team spirit.
Visionary Leadership – Inspires respect and trust.
Leadership – Exhibits confidence in self and others; inspires and motivates others to perform well.
Quality Management – Looks for ways to improve and promote quality; demonstrates accuracy and thoroughness.
Business Acumen – Understands business implications of decisions.
Diversity – Shows respect and sensitivity for cultural differences; promotes a harassment-free environment.
Ethics – Treats people with respect; works with integrity and ethically upholds organizational values.
Organizational Support – Follows policies and procedures; completes administrative tasks correctly and on time; supports organization’s goals and values.
Judgment – Displays willingness to make decisions; exhibits sound and accurate judgment; includes appropriate people in decision-making process; makes timely decisions
Motivation – Demonstrates persistence and overcomes obstacles.
Planning/Organizing – Prioritizes and plans work activities; uses time efficiently.
Professionalism – Approaches others in a tactful manner; reacts well under pressure; treats others with respect and consideration regardless of their status or position; accepts responsibility for own actions; follows through on commitments.
Quality – Demonstrate accuracy and thoroughness; looks for ways to improve and promote quality.
Quantity – Completes work in a timely manner.
Safety and Security – Observes safety and security procedures; reports potentially unsafe conditions.
Attendance/Punctuality – Is consistently at work and on time.
Dependability – Follows instructions, responds to management direction; takes responsibility for own actions; keeps commitments; commits to long hours of work when necessary to reach goals; completes tasks on time or notifies appropriate person with an alternate plan.
Innovation – Meets challenges with resourcefulness; generates suggestions for improving work.
Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple to complex correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organizations.
Ability to add, subtract, multiply, and divide in all unites of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations.
To perform this job successfully, an individual should have knowledge of Microsoft Office; namely Word, Excel, and Outlook.
Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.
Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.
To perform this job successfully, an individual should have knowledge of Microsoft Excel, Word, and Outlook software.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this Job, the employee is regularly required to talk or hear. The employee is frequently required to stand; walk; sit and use hands to finger, handle, or feel. The employee is occasionally required to reach with hands and arms; climb or balance and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and distance vision.
Other Skills and Abilities
A comprehensive understanding of student development and a willingness to learn and co-manage administrative operations. Ability to operate basic office equipment including photocopier, fax, and telephone. Basic typing and computer skills. A comprehensive understanding of student development and a willingness to learn and co-manage administrative operations. Ability to operate basic office equipment including photocopier, fax, and telephone. Basic typing and computer skills.
COCM offers salary commensurate with experience and excellent benefits including medical, dental, 401k and professional development funding.
The noise level in the work environment is usually moderate.
About COCM - Capstone On Campus Management
Capstone On-Campus Management (COCM), with headquarters in Birmingham, Alabama, is a group of student housing professionals focused exclusively on the management of housing communities owned by non-profits and/or highly affiliated with a university. 100% of the communities in our portfolio are located on-campus, with active university participation.
Our management services range from turn-key to custom arrangements in which we share roles and responsibilities with our university client (shared governance). We also offer a consulting service called Fresh Eyes, which helps universities position their campus housing program to enhance student success, recruitment, and retention.
We believe our owners, clients, and residents should expect and receive remarkable services. Our commitment to this level of service has resulted in great outcomes for our campus partners: improved operations / greater affordability to the students, housing programs that enhance recruitment and retention, and increased student satisfaction.
Since we began in 2003, we have continued to grow: from 2,186 student residents at three campuses, to our current 34,119 residents at 38 campuses.