Assistant Director, Residence

Residence Departmental Operations:

• Oversees Residence operations including but not limited to: approval of resident member applications, occupancy goals, provision of programs and services in collaboration with Residence staff, and the maintenance of units & residence facility
• Supervise the Residence Program Manager, Manager on Duty, and volunteers; completes the performance management process with all direct reports.
• Manages, purchases, and keeps inventory of facility-related supplies, furniture and appliances for residence spaces including but not limited to the Mosaic Room, Residence Kitchen, Laundry Room, 3rd Floor Lounge, and residential units
• Manages and supports that Residence facility cleanliness & safety meets the standards McGaw and City of Evanston Property Standard expectations
• Coordinates with Residence Program Manager, Residence Community Specialists, Building Services and/or Third Parties to ensure timely repairs or sanitation resolutions, implement preventative maintenance schedules, and inspecting or following up on resident member or staff complaints related to this area.
• Conducts and manages all aspects of annual City of Evanston Inspections in coordination with Director of Residence and Building Services Senior Director
• Hires, trains, and supervises Residence Community Specialists. Ensure that Residence Community Specialists are successful in their roles, including successful room inspections/ code compliance and timely turnover of rooms and quality of one-on-one wellness related engagement.
• Ensures that Residence Community Specialist services are safe and OSHA compliant.
• Assists with resident compliance with Residence Membership Policy and Residence rules; compliance efforts include relationship building, support, and enforcement activities.
• Collaborates with Development Department to cultivate donors and volunteers; builds and maintains strong volunteer/donor relationships to deepen engagement in the Program; successful meet grant and funded program/service goals.
• Serves as back up to Director on essential leadership functions such as membership terminations, legal proceedings, emergency response, etc. Provides on-call support for the Program when the Director is unavailable.
• Serves as back up to Residence staff on essential program functions such as handling new member applications, new or current member assistance, system bookings, responding to phone inquiries, supporting Residence Community Specialists, Program Manager and Clinical Service and Resource Manager when such staff is unavailable.
• Support the Community Specialist positions during staff absences, which may include providing linens or supplies, picking and setting up weekly donations, assisting with room transitions and coaching resident members on maintaining a safe home

Laundry Departmental Operations:

• Supervise, manages and oversee laundry services ensuring timely satisfaction of building-wide linen or laundering needs. Develops and maintains laundry system and protocols for the McGaw association.
• Hires, trains, and supervises all laundry staff; completes the performance management process with all direct reports
• Ensure that Laundry staff are successful in their roles including but not limited to timely execution of services and productive communication with various McGaw departments to meet their linen needs.
• Orders linens and supplies for laundry services.
• Ensures that Laundry services are safe and OSHA compliant.
• Coordinates and handles vendor relationships related to Laundry Department needs
• Coordinates and communicates appropriately with departments regarding maintenance of laundry systems

Residence Spaces, Laundry Services and Community Specialist Budget;

• Prepares and recommends annual maintenance material and related services budget for Residence Department.
• Prepares and recommends annual laundry budget for the Residence Department. Works closely with other department leaders to recommend accurate numbers for laundry supplies and services that fall into other departmental budgets.
• Eliminates supply loss and waste for maximum service and cost efficiency for laundry department and Residence spaces.
• Maintains Residence Community Specialist staff costs within budgeted parameters while providing excellent customer service for resident members.
• Handle all Residence Space rental agreements, billing, scheduling and inquiries
• Administers approved budget and takes appropriate action to correct variances.
• Prepares reforecast(s) of budget.

Community Living:

• Oversees the training and supervision of the Residence Community Specialist positions to ensure a healthy and safe community living environment and decent, safe, and sanitary homes for resident members. Ensures adequate safety protocols and other job related training.
• Ensures that Residence Community Specialists are safe and OSHA compliant.
• In coordination with the Resident Program Manager, hires Residence Community Specialist
• Follows up on incident reports involving resident members: speaking to all parties involved, documenting all relevant information, conducting and documenting all follow up actions necessary to fully resolve the incident.
• Communicates with resident members in person and/ or in writing regarding residence rules and policies as appropriate.
• Performs routine daily hallways and community spaces checks on the residence floors.
• Responds to member or staff reports of Quiet Hours or Guests violations. In accordance with incident response procedures, uses sound judgment to ensure safety of staff and members at all times.
• Utilize mediation and conflict resolution skills as needed to resolve incidents.

Facility Support

• Inspects residence rooms for repair items and violations of property standards code and residence rules.
• Oversees that Residence Department staff, in coordination with Building Services department, adhere to timely repairs, implementation and execution of preventative maintenance schedules, and ensure facility code compliance.
• Coordinates and handles contractor and vendor relationships related to Department Facility needs
• Follows up on facility-related reports involving resident members: speaking to all parties involved, documenting all relevant information in facility work order system, conducting and documenting all follow up actions necessary with the appropriate parties to fully resolve the report.
• For Residence keys, maintenance of key log and responsible for replace lost and damaged keys. Responsible for overseeing that locks are changed after move outs and is documented and completed appropriately and in a timely fashion.
• Oversees the maintenance, cleanliness and organization of Residence Department closets and attic space.
• Oversees 3rd party contractors or vendors completing work in the Residence Department
• Regularly scheduled communication with Director to discuss facility related issues, concerns or follow-ups
• Regularly scheduled communications with Building Services Director to discuss facility related issues, concerns or follow-ups
• Successfully and appropriately communications facility-related issues with resident members in timely fashion and in adherence with city ordinance requirements
• Performs routine hallways, bathrooms, and community spaces checks on the residence floors (basement level, 3-5) and confirming appliances, electronics, plumbing and such is working appropriately.
• Assists and coordinates with Director during facility-related emergencies, planned projects, and events that require temporary or permanent unit moves for a resident(s).
• In coordination with the Director and Building Services, prioritize and execute capital improvement needs within the Residence Department.
• Supports in providing reporting documentation to government agencies where required, such as but not limited to:

City of Evanston – CDBG grant and Property Standards inspections

Cook County – HOME loan

State of Illinois – IHDA loan

Supportive Programs and Services:

• In collaboration with Clinical Services and Resource Manager and Program Manager, impact resident member health and well-being outcomes through case management services in areas of physical and emotional health, substance abuse treatment, and other resources as needed.

• Supports the financial stability of resident members through case management services in areas of employment, state/federal benefits, and other resources as needed.
• Creates support plans for seriously past due members to prevent homelessness when possible and updates payment agreements in Microsoft Excel specifying payment and billing dates. Assesses eligibility for rental assistance.
• Creates support plans for behavioral related issues when possible, utilizing community sources as an aid to help resident address issues and maintain their housing
• Maintains appropriate case notes and files of supporting documentation.
• In collaboration with Clinical Services and Resource Manager and Program Manager, seeks, develops and implements regularly scheduled workshops and other programs to meet the health, well-being and social responsibility needs of resident members; topics may include diabetes education, heart health, smoking cessation, finance management, will & estate planning, and other topics indicated by data from the resident assessments or surveys.
• Organize Resident Meetings at least quarterly to give residents opportunity to discuss community concerns, questions or updates and inform them of resources or events that effects or interest them.
• Provides clinical support and oversight on homelessness prevention and case management services.
• Ensures timely and accurate case records and files for support services throughout the department.
• Coordinate with other Y staff and/ or Chicago-land organizations/businesses for potential workshops beneficial to residents.
• Research, create, administer, compile and utilize data from residence membership applications/assessments/surveys to engage resident members in YMCA health and well-being programs and complete demographic needs for grants
• Oversees that the kitchen space is utilized appropriately, and procedures of utilizing and maintaining the space is upheld by residents
• Collaborate with other YMCA departments to make programs more accessible to resident members.
• Coordinate with Residence staff to rotate in transporting residents in the Y-Van to scheduled grocery trips and outings.
• Coordinate with Residence staff in completing grocery, home improvement stores, or off-site donation pickups

Other Responsibilities:

• Participates in clinical supervision and other staff meetings as required.
• Be an active member on team and interdepartmental projects.
• Participates in Residence holiday and non-holiday events (rotation).
• Attends professional conferences and training programs, including CEU courses required to maintain state licensure.
• Maintains regular contact with YMCA staff on issues related to resident members.
• Performs other duties as assigned.