Position Summary:
The Housing Service Manager (HSM) is a key member of the Housing and Residential Experience (HRE) team within the Student Affairs division at Vanderbilt University. In this role, the HSM provides leadership for the daily operations of an assigned portfolio, acting as a liaison between HRE, residents, Vanderbilt University Maintenance & Operations (VUMO), Residential Colleges, and other campus partners.
The HSM collaborates with the Vanderbilt community to address all operational needs of residential halls, ensuring the accomplishment of mission and service goals. Additionally, the HSM partners with Vanderbilt Campus Planning & Construction for renovation and new construction projects. Working closely with Area Coordinators of the residence halls, the HSM facilitates communication regarding students' facility-related requests. This position requires a self-motivated individual capable of working independently with minimal supervision. The ideal candidate should be able to manage tasks autonomously and demonstrate a high level of initiative in the absence of constant oversight.
Essential Staff Designation
This position has been designated as Essential Staff, requiring responsiveness to emergencies outside normal business hours. The role also requires daily reporting to the campus, with remote work not being a standard possibility. Flexibility to work weekends and evenings, as necessary, is essential due to the 24/7 operation of residence halls.
About the Work Unit:
Housing Facilities & Security Systems ensures that students' residential environments enhance, rather than distract from, their education. Within Housing and Residential Experience (HRE), Housing Facilities & Security Systems oversees the operating conditions, safety, security, comfort, accessibility, repair, improvement, and upgrade of residential, staff, and faculty apartments, as well as emergency accommodations. HRE manages 2.5 million square feet across approximately 40 residence halls. The residential portfolio is divided across a six-person HFS team and each HFS is responsible for managing the day-to-day operations of their assigned portfolio.
About Student Affairs:
Student Affairs serves a central role in student learning and development at Vanderbilt, advancing the University’s mission of teaching, research, and service. Student Affairs at Vanderbilt cultivates vibrant, inclusive communities that foster a student’s sense of belonging and wellbeing through collaborative partnerships, transformative learning experiences, and an accessible and holistic network of resources. We value connection, belonging, compassion, development, and innovation. Our staff are committed to continued growth in knowledge, awareness, skills, and experience engaging with these priorities in a higher education environment.
Key Functions and Expected Performance:
Responsible for managing the day-to-day operations of their assigned portfolio. This includes creating, monitoring, and following up on work orders related to identified maintenance concerns. Supervise contracted work by HRE, ensuring satisfactory completion and reviewing and submitting billing information. Serves as the point person for access related to the installation, maintenance, and removal of building utility. Assess the quality of work by campus partners and vendors to ensure correct and safe performance, prioritizing residents' needs. Reporting any deficiencies to the appropriate staff/department to address. Conduct daily facilities and furniture maintenance rounds. Maintain accurate records of all building related details including inventory for assigned areas. Resolve facility-related complaints from students, parents, staff, and guests. Collaborate with VUMO to address physical plant operations and maintenance issues. Evaluate facilities, prepare estimates, and develop scope of work for continuous maintenance projects, typically under 25k within, their building portfolio. For larger projects, provide critical information and building evaluation for review. Provide critical schedule information and coordinate logistics for major and minor projects. Identify needs for building renovations which are shared with supervisors. In resulting approved projects, assist in planning to ensure appropriate scheduling. Oversee the progress of special projects providing progress reports to the Assistant Director of Housing Facilities. Coordinate staff and faculty apartment turnover including upgrades, furniture removal, appliance/fixture/flooring replacement, and cleaning. Anticipate and prepare housing facilities for weather changes. Serve as the facility liaison between various stakeholders both internal and external including, but not limited to, the Chancellors office, Student Affairs, Housing Assignments, Residential Experience, Greek Life, Conferences and & Services, VUMO, vendors, parents, students, student organizations, and the access and security team. Regularly inspect all doors, windows, and all points of entry for proper operation to secure the building. Remain familiar with the building envelop to safeguard the University asset and help establish and hold campus partners accountable for regular maintenance cycles for building longevity and safety. Respond to campus emergency situations such as flood, fire, utility failure, or natural disaster. Create and execute strong communications with Housing Assignments, Residential Experience, and Conferences and Events to ensure building readiness for occupation 12 months per year. Ensure the facility complies with relevant laws, regulations, and safety standards, in addition to fire equipment (functions, locations, and operation), and building security. Maintain an understanding of institutional and departmental financial policies related to areas such as travel, procurement, expense, and time reporting to ensure compliance and proper stewardship of Vanderbilt University resources. Demonstrate a willingness to support colleagues across the division to encourage the implementation or fulfillment of divisional goals and strategic priorities. Perform other duties as assigned.
Education and Certifications:
Associate’s degree, technical school diploma, and/or skill trades license required; Bachelor’s degree from an accredited institution of higher education is preferred. 5 years of experience in a facilities / customer support role in a higher education, hotel, or residential property is preferred. Driver’s license is necessary. CEFP or FMP/CFM certification is preferred.
Experience and Skills:
Strong customer service orientation. General understanding of facility maintenance service needs. Ability to operate a motor vehicle. Proficiency in the Microsoft Office Suite, Adobe Acrobat and Teams as well as a willingness to learn and adapt to various applications and technologies, including but not limited to e-Builder, Aim, Ready, The Housing Director, Oracle Cloud, and Box, which are utilized by the University and HRE staff. Possess a basic knowledge of building systems to include HVAC, plumbing, electrical, and system controls. Working knowledge of pertinent regulatory and statutory requirements. These include but are not limited to: International Building Code (IBC), International Fire Code (IFC), National Fire Protection Association (NFPA 704 & 45), SDS (safety data sheet), Department of Transportation (DOT), and Occupational Health and Safety (OSHA) regulations. OSHA HAZWOPER training a plus. Experience with reading and interpreting construction documents (drawings, diagrams, specifications, etc.). Values the importance of equity as an organizational operating principle and is committed to equity, diversity, and inclusion.
Supervisory Relationships:
The HSM provides direction and supervision of temporary staff that are assigned to them for various projects, mainly during the summer. In partnership with the Assistant Director, the HSM will develop and oversee work assignments, and complete job performance assessments. This position reports administratively and functionally to the Assistant Director of Housing Facilities.