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Job description
Housing Coordinator
Under the general supervision of the Associate Director (AD), the Housing Coordinator manages the day-to-day operation of the Affiliated Residential Community Housing (ARCH) Housing Offices for the Village, University Town Center, and Delaware Apartments. The Housing Coordinator works closely with residential students from the ARCH Residential Communities to assure their basic housing needs are met; coordinating housing and roommate assignments and assisting with phone, internet, and room access, helping them through Housing contract/agreements, and explaining billings for Housing Charges. The Housing Coordinator coordinates with Student Housing Services and the other College/Unit Housing Offices as well as Facilities and third-party vendors, may supervise student office staff, manages and updates all associated databases and processes forms, answers phone and email questions, and refers students to appropriate resources as necessary.
APPOINTMENT INFORMATION
Budgeted Salary: $33.79/ hourly
Under California law, the University of California, Santa Cruz is required to post a reasonable estimate of the compensation for this role. The salary shown above is the budgeted amount the University reasonably expects to pay and the salary extended should not exceed this posted amount.
Benefits Level Eligibility: Full benefits
Schedule Information: Full-time, Fixed
Percentage of Time: 100%, 40 Hours per Week
Days of the Week: Mon-Fri
Shift Includes: Day
Employee Classification: Career appointment
Job End Date: None
Work Location: UC Santa Cruz Main Campus
Union Representation: Clerical Employees (CX)
Job Code Classification: ADMIN OFCR 2 CX )
Travel: Never or Rarely
JOB DUTIES
35% - Housing Office Operations
Coordinate housing and roommate assignments for students. Review student questionnaires, assign roommate, and appropriate living accommodations. Manage housing assignment processes with unit move-in needs and Student Housing Services mailings. Inform students by mail/email of housing assignments. Coordinate all room changes. Coordinate residential check-in and checkout processes, integrating residential staff. Coordinate spring priority housing filing and room selection process. Maintain waiting lists throughout the year. Facilitate all contract cancellation/modification and room change paperwork. Serve as liaison with Student Housing Services, ensuring they have the necessary information to bill students and advising them of room changes and contract cancellations and contractual issues. Respond to housing related inquiries from students and parents (e.g., room assignments, phone service, internet access, roommate relationships, and bills). Compile and maintain housing rosters on database. Utilize the student housing portal system (StarRez). Update as needed. File and maintain housing office records. Reconcile housing application lists with college rosters, determining eligibility of guaranteed housing and applying appropriate policies. Attend regularly scheduled Housing Group and other staff meetings; serve on sub-committees as necessary. Draft and type routine correspondence, information notices, etc. Communicate information to students regarding their housing and food service status meeting various deadlines. Process student billing including charges for lost keys, lockouts and end-of-the year billing for room cleaning/damage. Enter billing information into the Academic Information System (AIS).
35% - Administrative Support/Student Supervision
Acts as frontline reception for the office including but not limited to answering telephones, distributing information, answering questions, and following-up with staff, students, faculty, and parents or referring as needed. Performs a variety of administrative duties includes typing, filing, correspondence, scheduling meetings, and record keeping. Resolves routine problems; Makes referrals to appropriate campus offices or staff, ensures compliance with non-release of public information and confidentiality of student records requests. Maintains copier and printer supplies, office supplies, student handbooks, and related informational materials. Responsible for coordinating staff coverage to ensure the Village office is open and staffed during business hours. In conjunction with on-site staff for University Town Center and Delaware Apartments supports office coverage for these locations as needed. Maintains professional, orderly, and welcoming office environment. Utilize purchasing systems (Cruzbuy and OneCard) to process purchase orders and purchase supplies, including blanket purchase orders for non-University vendors supporting operations at University Town Center. Select, train and supervise student office assistants. Assign daily tasks. Monitor work and train as needed in new responsibilities. Use the Career Center HIRES system to initiate hires or reclassifications of student employees. Acts as liaison with other units and ARCH residential life staff regarding housing administration and facility issues. Will be expected to utilize a personal vehicle to occasionally perform mail, parcel handling, and drop off to other campus locations. Manages cell phone procurement for the Village, University Town Center, and Delaware Apartment staff as needed. Handle utility payments (landlines, PG&E, and water as applicable) for the Village and University Town Center and Delaware Apartments.
20% - Key Management
Organizes, manages and maintains year-round distribution of all keys and key systems for the Village in accordance with campus key policies. In conjunction with on site staff for University Town Center and Delaware Apartments, supports organization, management, and maintenance of keys at the University Town Center and Delaware Apartments in accordance with campus key policies. Manages key assignments. Maintains and secures key cabinets. Places key orders and receives and logs key replacements and coordinates the re-keying process when keys are lost. Conducts annual key audits. Maintains temporary key check out system and assists locked out residents, and trains residential staff on lockout processes and procedures for reporting lost keys. Coordinates and maintains check out system for brass keys and Onity/CCure key card systems. Acts as liaison to Campus Lock shop, Key Coordinator, College and Campus Facilities, Edoors Security, ITS team and ID card services, as applicable, maintaining all unit practices and protocols.
10% - Summer Housing and Other Duties as Assigned
Coordinate housing needs for select summer guests, conference services guests and student workers at the Village Delaware Apartments and/or UTC as needed should the areas be chosen as program locations. Oversees housing assignments, check in and out and room changes. In conjunction with on-site staff for University Town Center, supports summer housing program as needed. Assist CRE with supervision of summer student employees at the Village. Coordinates all contracts, manages accounts receivables and acts as a liaison to Conference Services as needed on summer conferencing activities, customers, groups. Processes charges for lost keys, cleaning and damages.
REQUIRED QUALIFICATIONS
Bachelor's degree in related area and/or equivalent experience/training
Substantial experience working in a customer-service focused environment with an emphasis on effectiveness, professionalism, tact and integrity.
Political acumen and diplomatic skills sufficient to work with populations from a variety of backgrounds and experiences in a number of capacities with professionalism and sensitivity and to maintain cooperative working relationships with the public and the university community.
Excellent organizational and time management skills sufficient to work independently and set priorities in a complex work environment with shifting priorities, frequent interruptions and distractions.
Excellent related administrative/clerical experience with knowledge of standard office procedures and equipment.
Strong listening, verbal communication, and interpersonal skills with the ability to comprehend and respond in a flexible and professional manner under difficult circumstances.
Knowledge and experience using standard computing tools including Microsoft Office applications, on-line databases, email, and web-based research tools.
Experience with, or ability to learn, complex policy and procedure interpretations and ability to explain the same to clients and customers.
Problem solving skills sufficient to research, analyze, and assimilate information to come to appropriate conclusions, and consistently incorporate sound judgment and decision-making skills to offer appropriate options and resolutions.
Ability to learn and utilize new policy, work processes, and computer systems and applications; take direction well and welcome feedback and criticism in an effort to develop professionally and improve skills and knowledge.
Demonstrated ability to exercise discretion and sound judgment when dealing with confidential and sensitive topics, data and/or materials.
Administrative support experience and knowledge of general office procedures and standard office equipment.
Ability to select, train and evaluate student office staff, assigning daily tasks and overseeing work.
Ability to work independently and in a collaborative team-based environment.
PREFERRED QUALIFICATIONS
Experience with programs such as the campus Administrative Information System (AIS) and the Student Housing Portal (StarRez).
Experience with Macintosh computer systems and applications including MS Word, MS Excel, and Adobe Acrobat.
SPECIAL CONDITIONS OF EMPLOYMENT
Selected candidate will be required to pass a pre-employment criminal history background check. Selected candidate must pass the employment misconduct disclosure process. Selected candidate will be required to complete training within established time frames as directed including UC compliance training. The University of California has implemented a Vaccination Policy covering all employees. Employees, including new hires, are required to comply with any applicable policies relating to the University of California vaccine program. Per the Child Abuse and Neglect
Worksite address
santa cruz, CA, 95061, US
Who can apply
Review the original listing for work authorization, qualifications and employer requirements.