Primary Responsibilities /Accountabilities/ Essential Functions:
1. The Housing Operations Coordinator is one of several coordinator positions that contributes equally but may focus on different duties at different points of the year.
2. Coordinate housing for all students for all semesters including planning and implementation, efficiently coordinating, and overseeing all logistics and ensure other departments are notified in a timely manner to ensure apartments are readied, i.e., Facilities.
3. Act as representative for student specialty groups such as Student Disability Services, Athletics, Graduate students, International students, Honors students, student leaders and others for coordinating, ensuring, and tracking housing services to meet specific needs as necessary including early arrival/late stay, blocked beds, trainings, Housing Portal processes, student audits, etc.
4. Build and cultivates sustaining rapport and collaborative relationships with other University representatives and ensures the University’s customer service standards are upheld in communicating with students, parents and internal staff.
5. Collect, maintain, update and track student housing data, ensuring data integrity, using available software and prepares and creates reports.
6. Analyze student entries to determine housing eligibility and follow up with established processes for evictions, reservation cancellations, communication with university counselors, etc. Process all student requested cancellations according to established processes and polices to ensure accurate accounting.
7. Establish and maintain processes for early arrivals/late stays for each term which includes updating applications, communication to university officials, publication of timeline, coordination with relevant departments, creating marketing materials, and training of other Housing Operations team members. In addition, audits for general move-in appointments or plans will also be conducted.
8. Responsible for building and maintaining on-line housing application processes and forms to provide students an easy and accessible experience via the Housing Portal.
9. Build charge items within housing system (i.e. room pricing, meal plan pricing, fines, etc.) that are used by multiple processes and departments and conduct audits of charges on student accounts to ensure accuracy.
10. Set configuration of each bed in housing system for entire campus for every term to reflect intended use (i.e. male, female, new student, returning, double occupancy, triple occupancy, single occupancy, ADA attributes, etc.). Continually evaluate configuration needs.
11. Participate in mapping out of summer housing needs including available beds for use, extended stays, dates to move, space closures, quick cleaning needs, late applications, etc.
12. Establish marketing needs for all process including new student application, returning student application, summer application, extended stay/early arrival, Christmas break, Fall important dates, Spring important dates. Work with Marketing department to create digital and printed flyers, email templates, webpage updates, digital boards, info graphics, and other elements for each campaign as necessary.
13. Produce and maintain training documents for all processes under assigned purview. Actively participate in peer training on a regular basis.
14. Develop and manage process for room switches under multiple scenario possibilities. Train peers and other departments on the process and their role.
15. Be available to assist student workers as they problem solve with students and parents who call in.
16. Review and respond to inquiries sent to department inbox. Alert management of trends and needs seen in communications and provide possible solutions.
17. Actively seek out and create efficiencies for students and staff in all processes by critically looking at those processes and their purpose.
18. Other duties as assigned.
Equipment Used and Responsibility
Supervisory Responsibilities
None
Experience/ Education
Physical Requirements: