Assistant Director, Housing Assignments

Santa Clara University • Santa Clara, CA

8d

About The Position

As part of the Auxiliary Services unit at Santa Clara University, the Housing Services department manages a comprehensive student housing program, providing university-owned accommodations for approximately 3,600 undergraduate, graduate, and law students across 16 residence halls, 20 off-campus homes, and 2 apartment complexes. Housing Services has direct responsibility for assignments, operations, maintenance, and investments in residential facilities for students, live-on faculty and staff, and university visitors. With a strong focus on collaboration, Housing Services partners with Residential Learning Communities (RLCs), the Office of Residence Life, and the Conference Services program to support the residential and summer programs. This integration is essential to ensuring the seamless coordination of housing operations and services with the On-Campus Living experience and student support services that foster student engagement, community, and well-being. The Assistant Director, Housing Assignments, manages the operational execution of undergraduate and graduate student housing assignments and contributes to the strategic development of related processes and policies. Responsibilities include overseeing application cycles, placements, room selection, waitlist management, and room changes across multiple student populations and program-specific cohorts. As the primary administrator of the StarRez Housing Management System, the role ensures data integrity, efficient workflows, and accurate reporting to support equitable, data-informed decision-making. Reporting to the Director, Housing Services, the Assistant Director supports capacity planning, occupancy monitoring, and revenue-support initiatives to align housing operations with enrollment projections and institutional priorities. The role evaluates housing contract petitions and appeals, supports policy development, and ensures compliance with university regulations, housing agreements, and legal requirements. The Assistant Director supervises professional and student staff, fostering a collaborative, community-centered office culture, and serves as a key liaison to Housing staff and campus partners, integrating housing assignments with broader university operations. The position develops and delivers training and information sessions, represents Housing Services on institutional committees and at major university events, and ensures clear, consistent communication with students, families, and stakeholders. As an essential staff member, the Assistant Director is expected to be available to support student safety and continuity of housing services during emergencies or campus crises.

Requirements

• Understand and support values and ideals of Jesuit education.
• Understanding of housing and residence life in a higher education context.
• Demonstrated knowledge of Microsoft Office Suite (Word, Excel, PowerPoint), web-based software, and Google productivity software (Docs, Sheets, Drive, etc.).
• Familiarity with housing management software (e.g., StarRez, RMS, or similar), databases, and other tools used for tracking and managing housing processes.
• Knowledge of local, state, and federal laws and regulations impacting student housing (e.g., fair housing laws, student privacy laws, etc.).
• Knowledge of student development theories or practices.
• Experience in speaking to groups of various sizes, delivering presentations, and facilitating meetings or workshops with confidence and clarity.
• Skilled at cultivating collaborative relationships within a diverse, multicultural environment.
• Strong organizational skills, with the ability to manage multiple projects and deadlines simultaneously.
• Strong attention to detail in overseeing housing assignments, billing processes, and ensuring compliance with university standards and regulations.
• Demonstrated ability to complete projects from inception to implementation, ensuring timely delivery, meeting objectives, and aligning with departmental goals.
• Strong skills in collecting, analyzing, and reporting data related to housing occupancy, assignments, and satisfaction.
• A proactive, solutions-driven mindset for resolving student and housing-related issues.
• Ability to support the mission and goals of the University and work collaboratively with internal and external campus organizations.
• Ability to cultivate collaborative relationships with internal and external constituencies within a diverse, multicultural environment.
• Ability to prioritize tasks, manage time efficiently, manage multiple responsibilities, and adapt to changing priorities and demands in a fast-paced environment.
• Ability to lead and work effectively within a team, managing both professional and student staff.
• Ability to provide exceptional customer service, handle complex housing-related issues, and ensure positive student experiences.
• Ability to adjust to new systems, procedures, or changes in housing demands, such as fluctuating occupancy or shifts in university policies.
• Ability to handle sensitive information (e.g., student data, housing records) with discretion and professionalism.
• Ability to mediate and resolve conflicts between students, staff, or departments with diplomacy and professionalism.
• Ability to react appropriately and professionally in crisis and emergency situations, maintaining composure while ensuring the safety and well-being of students and staff.
• The ability to delegate tasks effectively across both professional and student staff, ensuring that workloads are balanced and that tasks are handled efficiently
• Ability to work flexible hours, with peak times requiring evening and weekend work.
• Bachelor’s Degree required.
• 4-6 years of work in a housing services-related field or commensurate experience in a similar role.

Nice To Haves

• Master's degree in Higher Education, Advising, Counseling or related area preferred.
• Experience managing staff or student teams in a housing-related or student services setting preferred.
• A valid driver’s license is preferred, as the role may require travel to off-campus locations or between housing facilities.
• Experience in a high-level graduate role in housing or student services will be considered.

Responsibilities

• Housing Assignments & Administration Lead and coordinate all aspects of student housing assignments, placements, room selection, and related administrative processes for undergraduate and graduate students. Maintain primary responsibility for coordinating logistics, scheduling, and ensuring accuracy and policy compliance.
• Manage the daily operations of housing assignments for approximately 3,600 undergraduate, graduate, and law students, covering both on-campus residence halls and off-campus Neighborhood Units. Ensure the efficient execution of multiple application, placement, and room selection cycles, each tailored to different student populations with varying eligibility requirements, academic calendars, and needs. Collaborate with Housing staff and campus partners to ensure timely communication and a positive student experience throughout the housing assignment process.
• Administer the complete housing application process, ensuring accurate system configuration, eligibility verification, and assignment notifications for various student populations. Ensure operational consistency and accuracy at all stages of the application process.
• Develop and maintain application timelines for first-year, continuing, graduate, and summer student populations, ensuring a smooth transition from application submission to assignment notification.
• Coordinate the placement of approximately 1,600 incoming first-year and transfer students within Residential Learning Communities, including all aspects of roommate matching, mutual request verification, conflict resolution, and exception processing. Design placements around learning community themes, student interests, and enrollment targets, ensuring equitable outcomes and alignment with student success objectives.
• Facilitate housing placements for continuing students in off-campus Neighborhood Units, graduate students, and summer residents, including contract-bridging where applicable. Implement prioritization models and assignment methodologies to maximize occupancy and ensure consistent processes across academic terms, minimizing transitions and operational needs while maintaining equity in placement.
• Manage the daily operations of room selection for continuing students, including overseeing lottery systems, roommate matching, and prioritization models. Ensure system functionality of room selection workflows and resolve any issues that arise during the selection process. Analyze participation trends and outcomes to ensure the process remains efficient, equitable, and aligned with the institution’s housing goals.
• Integrate program requirements, student preferences, and unique needs for specialized student populations into broader housing processes while maintaining equity and operational efficiency, including for international students, exchange students, student-athletes, and other program-specific cohorts.
• Maintain effective communication and coordination with University Dining Services, Mailing Services, and Parking & Transportation Services to integrate housing assignment processes with campus services. Manage meal plan assignments, mailbox allocations, and provide housing rosters to support operational needs across departments.
• Monitor and audit active and incomplete housing applications and waitlists to minimize vacancies and maximize occupancy yield. Ensure timely follow-up to actively advance applications toward completion and placement, maintaining accurate records and providing timely updates to students regarding availability and assignment status.
• Administer room change requests for all student populations, including during open periods and special-case requests, due to conflicts, concerns, or personal circumstances. Employ strategies to minimize the number of requests and maximize space utilization. Collaborate with Residence Life staff to address and resolve any escalated concerns in a timely and effective manner.
• Assist in reviewing housing contract petitions, cancellations, privilege suspensions, and reassignments. Recommend actions based on compliance with institutional policies, student equity, and student success considerations.
• Coordinate with Housing staff on student assignment updates and changes to check-in and check-out timelines, providing advanced notice to support space readiness and to address accommodation needs for special housing populations. Stay informed about any maintenance issues or repairs that may affect room availability and adjust timelines accordingly.
• Implement emergency and temporary housing needs for individuals and student populations, including emergency relocations resulting from personal circumstances, health or safety concerns, emergencies, or campus crises. Implement safe-room and temporary assignment protocols, coordinating with Housing leadership, Campus Safety Services, and campus partners to provide timely, equitable solutions in compliance with university policies and contractual obligations.
• Strategic Support & Assessment: Leads the evaluation, allocation, and monitoring of student housing spaces to ensure equitable, efficient, and compliant occupancy management, using data-driven insights to inform policy development, drive process improvements, and support strategic housing decisions.
• Coordinate the analysis and allocation of residential spaces across on-campus residence halls and off-campus Neighborhood Units. Balance student preferences, enrollment projections, and institutional priorities while managing spaces designated for special accommodations, safe rooms, and other operational contingencies.
• Monitor occupancy levels and assess trends to identify potential capacity issues, such as overcapacity or underutilization. Implement necessary adjustments, such as consolidations, overflow assignments, or temporary capacity modifications. Collaborate with Residence Life to conduct regular occupancy audits, ensuring accurate data and supporting emergency preparedness efforts.
• Analyze the financial impact of housing decisions, including contract cancellations, room consolidations, and waitlist management. Recommend strategies to optimize occupancy and support departmental revenue goals. Ensure financial sustainability by maintaining efficient housing utilization and occupancy management.
• Ensure housing assignments and related processes comply with all applicable federal, state, and local laws, regulations, and policies, including ADA, Title IX, Fair Housing laws, and all other requirements governing student accommodations. Ensure students with approved accommodations receive assignments that meet established legal and contractual standards. Coordinate with Athletics to support compliance with National Collegiate Athletic Association (NCAA) requirements for intercollegiate student-athletes. Regularly review and recommend updates to policies to maintain compliance and address potential gaps in regulatory adherence.
• Evaluate housing assignments by analyzing data and gathering feedback to assess the effectiveness of current processes and outcomes. Track and report key performance indicators (KPIs), including occupancy rates, student satisfaction, and operational efficiency. Use benchmarking to compare institutional performance with industry standards and best practices. Provide actionable insights and data-driven recommendations for operational improvements and strategic adjustments, helping to ensure housing services meet institutional goals and remain competitive. Collaborate with Housing Services leadership to inform long-term planning and operational decision-making.
• Support the ongoing review of housing policies and procedures by identifying areas for improvement based on operational data and feedback, and providing recommendations for revisions and updates to ensure alignment with student needs, institutional priorities, compliance requirements, and best practices. Ensure all housing policies support operational effectiveness and equity in housing assignments. Identify process improvements for housing assignments, waitlist management, contract administration, and occupancy tracking. Develop recommendations for process improvements based on data analysis and industry best practices. Lead initiatives to streamline procedures, reduce administrative burdens, improve the student experience, and better align housing assignments with institutional priorities.
• Technology & Systems Management: Administer, maintain, and optimize Housing Services systems, data, and records to ensure accuracy, security, and actionable insights that support operational efficiency, student experience, and strategic planning.
• Administer and maintain the university’s housing management system (StarRez), including updates to forms, workflows, waitlists, and applications. Perform regular audits, updates, and data entry to ensure the accuracy of student housing and dining records. Serve as the primary point of contact for Housing staff regarding escalated system issues, providing guidance and troubleshooting support. Collaborate with Auxiliary technical partners on system configuration changes, form creation, complex workflows, and advanced system functionality.
• Maintain accurate, up-to-date student housing and dining records across all systems, including Salto Space, StarRez, Transact One, WorkDay, and other Housing & Dining systems. Regularly audit and validate data to ensure completeness, compliance, and operational reliability. Manage official documentation, contracts, and assignment records, resolving discrepancies and ensuring data integrity. Ensure consistent data integrity to support accurate financial record-keeping.
• Collaborate with Housing and Auxiliary Services staff to support billing processes including student charges, refunds, and adjustments. Generate and reconcile reports on occupancy, waitlists, assignments, space utilization, and trends. Provide timely, actionable insights to support operational planning, program management, and strategic decision-making. Produce housing rosters, shared and dynamic lists, and other outputs to meet the needs of campus partners and stakeholders. Analyze trends and provide data-driven recommendations to enhance service delivery and operational efficiency.
• Leverage artificial intelligence, automation tools, and advanced system features to improve efficiency, data accuracy, and reporting capabilities. Assess and recommend improvements to the housing assignment system and associated technology tools. Stay informed about emerging technologies and best practices to keep Housing Services innovative and responsive to institutional needs. Collaborate with IT, system administrators, and Housing staff to integrate technology solutions.
• Community Engagement & Communications Support Housing Services’ community-facing operations by ensuring housing assignments information is accurate, current, and aligned with departmental communications and branding standards. Provide guidance to front desk staff and serve as the primary point of contact for escalated or complex student and family concerns, fostering positive engagement.
• Collaborate with Housing staff and Auxiliary Services leadership to develop and maintain consistent messaging for housing assignments across all communication channels (web, student communications, internal materials). Align messaging with departmental strategies and branding standards to ensure transparency, clarity, and effective student engagement. Provide guidance and coach Housing staff to ensure effective and consistent responses to student inquiries related to housing assignments processes. Conduct training on policies, communication strategies, and conflict resolution best practices. Act as the primary contact for escalated assignments-related concerns from the front desk and campus partners, addressing complex issues in a professional, timely manner to ensure a positive customer experience.
• Organize outreach programs and housing-related events to engage students and provide resources to support their needs. Promote housing services and enhance the residential experience by fostering community involvement, ensuring information is clear and widely accessible. Serve as the primary point of contact for specialized student populations, such as international students, exchange students, student-athletes, and other program-specific cohorts. Ensure needs are met in compliance with program requirements. Develop communications for parents and families, ensuring they are well-informed about housing policies, assignments, and important deadlines. Provide timely updates to address questions or concerns.
• Implement and lead training programs for Housing staff and campus partners to ensure consistent, high-quality service delivery. Equip staff with the knowledge and best practices needed to address assignments-related inquiries effectively. Support ongoing staff development to maintain operational excellence and ensure all team members are well-versed in housing assignments policies and processes.
• Coordinate with campus partners across Academic Technology, Admissions and Enrollment Management, Advising and Learning Resources, Athletics, Auxiliary Services, Division of Student Life, Inclusive Excellence, and Residential Learning Communities to ensure alignment between housing processes and broader institutional goals. Lead collaborative discussions to align housing strategies with student engagement, retention, and success objectives. Represent Housing Services in institutional committees and initiatives, ensuring alignment with university goals. Lead information sessions and presentations for students, parents, and families during SCU Annual High-Impact Events such as Orientation, Open House, and Preview Days, providing clear communication on housing policies, processes, and resources.
• Other duties as assigned.

Benefits

• Santa Clara University offers a comprehensive benefits package for benefit eligible employees with programs and resources designed to promote and sustain personal health care, well-being, and the financial objectives of our employees and families. Visit our benefits page for more information.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level