1959 Coordinator, Housing Assignments

POSITION IDENTIFICATION

TITLE Coordinator, Housing Assignments

CLASSIFICATION NUMBER 1959

GRADE 42

CLASSIFICATION Exempt

IMMEDIATE SUPERVISOR Assistant Director, Residence Life, Housing and Dining Services – Business Services

MAJOR ADMINISTRATOR Director, Residence Life, Housing and Dining Services

GENERAL FUNCTION

The Coordinator, Housing Assignments works closely with other Residence Life, Housing and Dining Services professionals to administer and manage the housing and residence education program serving on-campus students. The Coordinator, Housing Assignments oversees and manages on-campus housing assignment processes, room selection, room transfer, and cancellation processes as well as, general development and operation of the Residential Management System (RMS) for populations including, but not limited to, first-time in college students, returning students, transfer students, athletes, Living Learning Communities, and international students.

MINIMUM ACCEPTABLE QUALIFICATIONS

Education: A Bachelor’s degree is required; a Master’s degree in higher education administration, MBA, or a related field from a regionally accredited university or college is preferred.

Experience: At least one year of work experience in a field related to the position, such as housing, leasing, student affairs, customer service, etc. is required; at least three years of experience as described above is preferred.

Skills: Excellent verbal and written communication skills, including interpersonal communication skills and public speaking skills are required. Excellent customer services skills, including independent problem solving, are required. The ability to respond to multiple requests in a fast-paced environment is required. The ability to take initiative and work independently within specified time constraints while demonstrating sound judgment and decision-making skills is required. Proficiency with all aspects of Microsoft Office is required. The ability to participate in long- and short-range planning processes is required. The ability to set goals and strive for continuous improvement is required. The ability to develop knowledge of, respect for, and skills to engage with those of other cultures or backgrounds is required. Experience working with diverse populations is preferred. Knowledge of standard operating procedures for residence hall facilities and an understanding of occupancy management, including report writing, are preferred.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Researches and responds to inquiries from students, parents, and campus partners in order to provided or clarify information on departmental services, options, programs, policies, or procedures.

2. Serves as a liaison to students, families, University faculty and staff, and others regarding complaints, questions, and other assignment matters via telephone, electronic communication, and in-office visits.

3. Oversees the daily management of on-campus housing assignment processes including residence hall assignments, room selection processes, room changes, space management, etc.

4. Assists in the development and maintenance of the RMS.

5. Assists in the creation and maintenance of data and data structures within the RMS and provides reports and query results for individuals, departments, and outside entities.

6. Assists with the coordination of all occupancy, usage, and reporting efforts including identifying trends, projections, and forecasting of future housing needs.

7. Trains departmental and University staff on policies and procedures related to student assignments.

8. Maintains content and design of publications regarding assignments and the assignment process, including brochures, reports, forms, and other educational materials.

9. Maintains appropriate confidentiality when working with sensitive information such as grades, disability status, behavioral issues, discipline issues, etc. of current, incoming, and former students.

10. Works with Dining Services to reconcile weekly occupancy reports and to balance with Board reports.

11. Works with departmental and campus partners to coordinate Americans with Disabilities Act (ADA) assignments for students with special accommodation needs.

12. Trains users and functional teams in the RMS modules in which they work using one-on-one, departmental, and inter-departmental formats.

13. Contributes to a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds.

14. Remains competent and current through self-directed professional reading, developing professional contacts with colleagues, attending professional development courses, and attending training and/or courses as directed by the Assistant Director, Residence Life, Housing and Dining Services – Business Services.

15. Supports the overall success of Residence Life, Housing and Dining Services by performing all other duties assigned.

SUPERVISION

The Coordinator, Housing Assignments is supervised by the Assistant Director, Residence Life, Housing and Dining Services – Business Services.

OFFICE OF HUMAN RESOURCES

JULY 2014

JOB FAMILY 4

Factor 1: Professional Knowledge, Skill, and Technical Mastery

Level 2 - 900 Points: Entry-level professional knowledge of the principles, concepts, practices, and methods of non-technical administrative and managerial functions. Knowledge permits the employee to carry out basic recurring tasks and routine portions of assignments or to carry out less demanding professional elements of assignments in areas including communications, social sciences, art and design, education, and related functions while gaining in familiarity with the University's policies and goals, business practices and/or accounting systems. This level of knowledge permits the employee to schedule and carry out the steps of a limited operation or project to complete stages of a multi-phase project. Knowledge at this level is typically acquired through a combination of formal education and/or training and experience that includes a requirement for a college degree in an unspecified field or a specific background in a non-technical area. Knowledge requirements may also include a limited amount of related work experience.

Factor 2: Supervisory Responsibility

Level 1 - 50 Points: Typically, little, if any, supervision of others is required. The job may require irregular but occasional responsibility to direct the work of student workers and/or temporary or part-time workers. The nature of supervision is largely confined to assigning tasks to others and does not include a full range of supervisory responsibilities. The amount of time spent on directing the work of others is normally a small portion of total work time.

Factor 3: Interactions with Others

Level 3 - 250 Points: The purpose of interactions is to advise or counsel others to solve recurring and structured problems, and/or to plan or coordinate work efforts with other employees who are working toward common goals in situations where relationships are generally cooperative. Interactions are moderately structured and routine and may involve employees in different functions, students, and/or the general public. These types of interactions require normal interpersonal skills.

Factor 4: Job Controls and Guidelines

Level 2 - 250 Points: The employee carries out a group of procedures using the general methods and desired results indicated by the supervisor. Typically, standard operating procedures, handbooks, and/or reference manuals exist for most procedures, but the employee must select from the most appropriate of several guidelines and make minor adjustments to methods. Unforeseen situations are normally referred to others for resolution. Assignments are related in function and objective, but processes, procedures, or software varies from one assignment to another. Based on the assignment, the employee uses diverse, but conventional, methods, techniques, or approaches. Employees in jobs at this level may perform work that is moderately complex, but normally performed within a fairly narrow and specific functional area.

Factor 5: Managerial Responsibility

Level 3 - 850 Points: Work involves providing significant support services to others both within and outside of the department that substantially influences decision-making processes. Work activities are complex and others rely on the accuracy and reliability of the information, analysis, or advice to make decisions. Work activities have a direct, but shared, impact on further processes or services, affect the overall efficiency and image of the department, and may have material impact on costs or service quality within the cost center. Incumbents may be responsible for identifying areas of need and for developing proposals that request funding to fulfill those needs.