Department Administrator, University Housing

Case Western Reserve University is committed to providing a transparent estimate of the salary for this position at the time of its posting. The starting wage rate is $23.68 per hour, depending on qualifications, experience, department budgets, and industry data. Employees receive more than just a paycheck. University employees enjoy a comprehensive benefits package that includes excellent healthcare, retirement plans, tuition assistance, paid time off, and a winter recess. Job Description POSITION OBJECTIVE Working under limited supervision, the Department Administrator provides high-level administrative and operational management for the University Housing office, supporting approximately 5,000 students. This position functions as a technical resource and advisor on financial, human resources, and contract administration matters. The Department Administrator oversees purchasing, vendor relationships, and service contracts; tracks internal spending; processes HR actions; and assists with policy implementation while ensuring efficient workflow across multiple operational units. The incumbent exercises discretion and independent judgment in departmental operations and may deviate from established policies and procedures when necessary to meet departmental needs. ESSENTIAL FUNCTIONS Support the leadership team in implementing long- and short-term department strategy planning goals. Develop a work plan with key activities, deliverables, and milestones for individuals, the program team, or the organizational unit. Provide the expected results or outputs from each key activity or strategic initiative. Report on milestones achieved. This role involves collaborating with University Housing leadership to ensure strategic initiatives enhance residential operations and student support services. The Department Administrator helps drive data-informed decisions that optimize housing policies, facilities management, and service delivery by proactively identifying resource needs and operational improvements. (20%) Prepare and maintain departmental budget needs by analyzing program plans on both a short- and long-range basis, by considering past requirements and expenditures, and the present program plan. Perform needs assessment, make projections based on multiple items and variables, analyze budget variances, and recommend courses of action. Prepare analytical reports and analyses. Responsible for effort certification and year-end close. This role ensures financial sustainability by tracking revenue streams, capital costs, and non-salary expenditures to maintain budget accuracy and efficiency. The Department Administrator supports data-driven budgeting decisions that align with departmental priorities and long-term housing operations by monitoring spending trends, identifying cost-saving opportunities, and preparing detailed financial reports. (20%) Coordinate human resources activities within the department. Interpret departmental, school, and university policies and procedures, manage recruitment, placement, and termination, assist with the resolution of conflicts, and coordinate the performance appraisal process. Maintain liaisons with appropriate school and central human resources staff to proactively respond to human resources problems, issues, and special requests. Ensure all paperwork for employment, terminations, and leaves of absence are processed correctly and in a timely manner. Has the authority to sign off on paperwork such as requisitions and performance reviews. Provide department orientation for all new staff. (20%) Oversee contract management, procurement, and vendor coordination for University Housing operations. Develop, monitor, and renew service agreements related to housing facilities, furnishings, and operational services. Review contract terms and conditions for accuracy, completeness, and compliance with organizational policies and university procurement standards. Monitor vendor performance and ensure timely delivery of goods and services. Track contract expiration dates and renewal requirements, providing analysis to support negotiation strategies. Serve as the primary liaison for external contractors, consultants, and service providers. Maintain contract databases and ensure accurate record-keeping. Generate reports on contract performance, obligations, and compliance metrics. (10%) Develop and implement department policies and procedures. Interpret school and university policies and procedures and ensure compliance by all staff. Communicate any changes to policies and procedures to the appropriate staff to ensure implementation. The Department Administrator regularly reviews housing operations, financial processes, and administrative workflows to identify areas for policy improvements and procedural updates. By collaborating with leadership and staff, they ensure that policy changes are clearly communicated, properly documented, and effectively integrated into daily operations to maintain compliance and efficiency. (10%) Plan and coordinate department initiatives, events, and special projects. Develop and oversee the logistics for housing-related programs, staff training sessions, and student engagement initiatives. Coordinate with campus partners, vendors, and internal teams to ensure seamless execution of events such as move-in/move-out, staff retreats, and facility-related projects. Manage event budgets, track expenses, and assess outcomes to enhance future programming. Ensure all initiatives align with departmental goals and university priorities, providing valuable opportunities for staff development and student support. (10%) NONESSENTIAL FUNCITONS Assist with departmental travel arrangements. (5%) Perform other duties as assigned. (5%) CONTACTS Department: Continuous contact with departmental staff, including leadership, professional, and student employees, to coordinate daily operations, financial transactions, and human resource activities. Regularly exchange information to ensure compliance with policies, maintain workflow efficiency, and resolve issues related to facilities and housing operations. University: Regular contact with other university departments, including Residence Life, Facilities, Procurement, Controller's Office, Human Resources, Student Affairs, Student Employment, and other auxiliary services to coordinate cross-departmental projects, facilitate purchasing and contract approvals, and ensure financial and personnel compliance. Interactions require interpretation of policies, data exchange, and coordination of university-wide initiatives. External: Frequent contact with vendors, contractors, consultants, and service providers to negotiate contracts, establish and monitor service-level expectations, review pricing and compliance with university procurement standards, and address delivery or performance issues. Occasional contact with auditors and external agencies regarding vendor documentation or financial reporting requirements. Students: Occasional contact with undergraduate and graduate students to provide information, respond to inquiries related to housing processes, and support the coordination of housing-related services and special events. SUPERVISORY RESPONSIBILITIES 2-4 Student employees QUALIFICAITONS Experience: 3 or more years of administrative work experience required; experience in a university or non-profit setting preferred. Education: Associate's degree required. REQUIRED SKILLS Knowledge of financial spreadsheets and GAAP (generally accepted accounting principles). Strong organizational and interpersonal skills required, both oral and written required. Strong writing skills are required for policy development and budget proposal submission required. Proactive approach to potential problems, excellent problem-solving skills required Excellent computer skills experience, excellent mathematical skills; ability to use financial spreadsheets, database packages, PeopleSoft and Oracle financial system applications. Demonstrated history of successful support, education, and advocacy for all students, aligned with the values, mission, and messaging of the university, while adhering to the staff policy on conflict of commitment and interest. Ability to meet consistent attendance. Ability to interact with colleagues, supervisors and customers face to face. Willingness to learn and utilize Artificial Intelligence (AI). WORKING CONDITIONS General office environment with regular travel across campus to University Housing facilities and meetings. The employee will use a computer mouse and keyboard to type. Occasional evening and weekend hours are required, including but not limited to the opening and closing of the residence halls. Hybrid Eligibility This position is eligible for hybrid work arrangement up to two remote days per week at the discretion of the department. New employees may begin a hybrid schedule upon approval from the supervisor, successful completion of an orientation period and signing the remote work checklist certification form. EEO Statement Case Western Reserve University is an equal opportunity employer. All applicants are protected under federal and state laws and university policy from discrimination based on race, color, religion, sex, sexual orientation, gender identity or expression, national or ethnic origin, protected veteran status, disability, age and genetic information. Reasonable Accommodations Case Western Reserve University complies with the Americans with Disabilities Act regarding reasonable accommodations for applicants with disabilities. Applicants requiring a reasonable accommodation for any part of the application and hiring process should contact the CWRU Office of Equity at 216-368-3066 to request a reasonable accommodation. Determinations as to granting reasonable accommodations for any applicants will be made on a case-by-case basis.

Created: 2026-03-04