Manager, Residence Admissions

COVID 19 On-Campus Requirements

Prior to May 1 2022 the University required all students faculty staff and visitors (including contractors) to declare their COVID-19 vaccination status and provide proof that they were fully vaccinated or had an approved accommodation to engage in in-person University activities. These requirements were suspended effective May 1 2022 but the University may reinstate them at any point.

About Queens University

Queens University is the Canadian research intensive university with a transformative student learning experience. Here the employment experience is as diverse as it is interesting. We have opportunities in multiple areas of globally recognized research faculty administration engineering & construction athletics & recreation power generation corporate shared services and many more.

We are committed to employment equity and diversity in the workplace and welcome applications from individuals from equity seeking groups such as women racialized/visible minorities Indigenous/Aboriginal peoples persons with a disability persons who identify in the LGBTQ community and others who reflect the diversity of Canadian society.

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Applicant Guidance & Information

At Queens we are committed to helping people achieve their best. Whether you are beginning your career at Queens or seeking your next opportunity we are here to support you. Visit our Applicant Resources for guidance on applying showcasing your skills and experience and preparing for interviews.

Disclaimer: As part of the application process at Queens University our recruitment system uses Artificial Intelligence (AI) as defined under the Ontario Employment Standards Act to ask job-related questions and confirm eligibility for hire. All final hiring decisions are made using non-AI related processes.

Job Summary

The Housing and Ancillary Services team manages 5000 student beds in 18 residence buildings as well as off-campus housing properties three dining halls retail foodservice locations and the Donald Gordon Centre a year-round conference facility. Residence buildings also provide temporary accommodations for the summer conference events and tourism markets. Revenue and services from these units support vital student life programs and contribute to the Universitys learning environment.

Queens Residence Life and Services is committed to providing an experience aimed at fostering the educational and personal growth of its residents. The Queens Residence Life and Services staff team is dedicated to the development of the whole student promoting diversity accountability independence and success in a broader learning environment.

Reporting to the Director Residence Life and Services the Manager Residence Admissions is responsible for the full-cycle admissions process for the universitys residences. The incumbent is accountable for admitting over 5000 students annually and manages complex considerations including accommodation of special needs balancing the concerns of students and their supporters and liaising with departments and administrators across the University to meet individual and departmental objectives.

The Manager Residence Admissions is accountable for leading the development enhancement and maintenance of admissions systems software processes and policies working closely with other partners within Housing & Ancillary Services and across the University to ensure alignment with the Universitys strategic admissions priorities.

As part of the Residence Life and Services Leadership Team the Manager Residence Admissions is knowledgeable in student development theory and is an advocate for student learning and development to ensure a holistic student experience. This position supports the Residence Life and Services goal of fostering a living and learning environment that celebrates diversity maintains mutual respect for the dignity rights and well-being of others promotes positive student engagement and is safe mentally emotionally and physically for all.

The Manager Residence Admissions serves as a member of the Housing and Ancillary Services senior leadership team.

Note: The schedule for this position requires travel and flexibility to work outside normal working hours.

Job Description

KEY RESPONSIBILITIES:
Lead the planning and execution of strategic plans goals and priorities for occupancy management in collaboration with the Director Residence Life and Services.
Operationalize the strategic direction of programs by setting expectations for staff and providing leadership and guidance in program implementation.
Manage the admissions process including scheduling communication room assignments lotteries accommodations room changes and the provision of related information.
Plan and forecast for future occupancy needs; perform data analysis and make recommendations based on data.
Strategic oversight of available bed spaces and leads processes when closures conversions etc. are required.
Ensure that the residence admissions process is consistent with both internal and external policies and procedures particularly those of the Office of the University Registrar (OUR).
Lead the development of student facing residence application process liaising with H&A IT Services and the OUR to meet requirements lead annual review of residence application and admissions process and make recommendations for the following cycle.
Represent the department at recruitment events and activities on and off-campus; coordinate residence engagement at events prepare and deliver presentations and organize tours of residence.
Act as the main point of contact for Undergraduate Admission and Recruitment including providing training to recruiters and tour guides.
Communicate extensively with families and students in high stress sometimes volatile situations.
Manage all medical and other special considerations for residents pertaining to room placement.
Process and reconcile residence fees and related charges; post annual fee schedules.
Update and maintain residence website and content on other social media platforms.
Identify opportunities for continuous improvement; recommend changes to policy and/or procedures. Develop and implement changes to support successful programming.
Identify key performance metrics aligned across initiatives to evaluate programming and inform recommendations for new or improved programs or service delivery.
Produce reports documents and presentations for decision-making planning and communication purposes.
Maintain accurate records and analyze data as required.
Liaise to identify build and maintain relationships with internal and external partners in order to support effective programming.
Provide and/or facilitate crisis and disaster response often in conjunction with other University and Residence senior staff.
Support students and the community by responding to difficult issues and situations that arise in residences related to issues such as gender mental health misbehaviour transitional and financial.
Represent Residence Life and Services as required on committees and working groups at the university.
Plan prioritize and manage the work of employees providing strategic and tactical advice guidance and coaching. Identify the need for staff resources participate on staffing committees and make effective recommendations regarding employee selection.
Manage performance by establishing performance standards reviewing and evaluating performance and conducting formal performance reviews on an ongoing basis.
Assess staff training and development needs and ensure that employees receive training required to improve and sustain successful performance.
Investigate address and resolve employee/labour relations issues including disciplinary matters. Make decisions or effective recommendations on matters involving possible discipline discharge and probationary termination.
Refer students to appropriate resources as required.
Undertake other duties and special projects as assigned.


REQUIRED QUALIFICATIONS:
Undergraduate degree required; graduate degree would be considered an asset.
Minimum 5 years relevant experience
Demonstrated managerial experience and ability to coach professional and student staff to successful outcomes preferably in a unionized environment
Demonstrated aptitude and experience working with people with diverse perspectives and backgrounds upholding the principles of equity inclusion and healthy communities.
Experience conducting evaluation and assessment; skills in strategic analysis
Demonstrated technical proficiency and/or understanding of a variety of computer software and website applications including proficiency with various databases; ability to adapt to changing technology
Demonstrated experience managing and responding to crisis/emergency situations.
Satisfactory Criminal Records Check and Vulnerable Sector Screening required.
Consideration may be given to an equivalent combination of education and experience.


SPECIAL SKILLS:
Managerial advising and leadership skills to promote a positive environment
Ability to work independently and collaboratively in a team environment
Ability to problem-solve exercise discretion and know when to escalate to senior leadership
Excellent oral and written communication skills with staff student staff students and parents
Demonstrated research and/or program assessment and evaluation skills including the ability to generate analysis and reports;
Knowledge of occupancy management
Sound judgement tact and ability to maintain composure in stressful situations
Strong organizational and time management skills
High level of skill in assessing and resolving complex multi-faceted situations
Commitment to diversity and inclusivity; intercultural knowledge and skill to effectively interact and provide leadership in a diverse working environment
Ability to recognize and handle confidential information in an appropriate manner
Ability to leverage and adapt to evolving technology and systems
Emergency response and crisis management skills

DECISION-MAKING:
Daily operational decisions based on policies and procedures and aligned to strategic objectives
Determine content structure and delivery methods for training and communication
Provide input towards financial planning
Determine when changes need to be made to policies and procedures and amends as appropriate
Make decisions regarding most appropriate actions during crisis management resolution of difficult interpersonal conflicts; and judgement as to whether a sensitive situation requires the involvement of the Director Residence Life and Services
Determine strategy and methods for maintaining strong and positive working relationships including identification and engagement of appropriate stakeholders and partners.
Determine work priorities to meet competing demands on time.
Assess the nature of questions or problems and determines the best approach to resolve escalating only the most complex issues
Determines content and format for communication materials including presentations reports and correspondence. Decides optimal method for distribution
Make recommendations regarding the planning execution and viability of continuing or discontinuing programs based on assessments and evaluation.
Evaluate job candidates and make effective recommendations on suitable hires.
Make decisions and/or effective recommendations regarding transfers and promotions.
Evaluate employee performance and decide on appropriate training or coaching to address lack of proficiency in carrying out responsibilities or remedial action for staff disciplinary situations.
Assess investigation outcome of grievances and make effective recommendations on appropriate course of action or next steps on grievances.
Make effective recommendations on level of discipline up to discharge and probationary termination.

Employment Equity and Accessibility Statement

The University invites applications from all qualified individuals. Queens is strongly committed to employment equity diversity and inclusion in the workplace and encourages applications from Black racialized persons Indigenous people women persons with disabilities and 2SLGBTQI accordance with Canadian Immigration requirements priority will be given to those who are legally eligible to work in Canada.

The University provides support in its recruitment processes to all applicants who require accommodation due to a protected ground under the Ontario Human Rights Code including those with disabilities. Candidates requiring accommodation during the recruitment process are asked to contact Human Resources at .