Apartment Assignment Coordinator

Salary/Position Classification

• $39,500 Annual, Non-Exempt (Eligible for overtime)

• 40 hours per week

• 100% Remote Work Availability: No

• Hybrid Work Availability: No

Purpose of Position

The Assignments Coordinator, Apartments, provides administrative support to the Assistant Director, Housing Operations in administering the apartment assignment operational process. The Assignments Coordinator will serve as a primary point of contact for students, faculty, staff, parents and university constituents regarding on-campus housing and dining options; providing interpretation of policies, providing clear and concise explanation of application and contracting information as well as providing excellent customer service in addressing general inquiries. Utilizing specialized housing software, imaging system, web-based and other administrative systems, the Assignments Coordinator will have primary responsibility for processing housing assignment requests, change requests, waiting lists, cancellations, payments/billing information and related administrative tasks. The Assignments Coordinator for apartments will work primarily with assignment and cancellation requests related to university owned/operated apartment, guest, and faculty housing units. This position requires excellent interpersonal and time management skills, well-developed technical skills, attention to detail, and the ability to problem-solve.

Duties & Responsibilities

• Manage day-to-day apartment, faculty/staff, and guest apartment assignment process

• Manage the assignment process in Housing Management Software as well as ancillary systems for new and continuing students, faculty/staff, or other guests, ensuring all policies and eligibility criteria are met

• Compile information and generate reports for assignments (returning students, requesting incoming students, special groups, available units, etc.)

• Manage the online process for applications in Housing Management Software or ancillary systems

• Administer housing application process of prospective apartment students

• Process room billing in Housing Management Software or appropriate systems

• Assist in the coordination of apartment check-in / check-out, and turnover process

• Manage the waiting lists, enter applications, and contract information, and process cancellation requests

• Assist in updating, testing processes, documenting procedures related to the overall assignments process and providing feedback to supervisor to improve process or correct errors or system deficiencies

• Provide support for housing re-contracting for returning residents

• Process data entered in assignment systems to merge and generate letters and initiate billing (assignments, leases, etc.)

• Prepare packet distribution by gathering keys, inventory sheets, and printing required reports, labels, and verification sheet

• Review and process requests received for transfers, primary lease-holder change, co-leaseholder additions, etc.

• Maintain student confidentiality under FERPA guidelines

• Create, prepare, and compile reports (daily application report, occupancy report, task tracking, etc.)

• Auditing processes and outputs as specified to ensure correct results

• Weekly reporting of housing data/statistics to Director(s)

• Assist with mass billing and miscellaneous billings for other processes

• Audit and maintain key process and inventory

• Customer Service and Collaboration

• Serve as a referral agent, providing knowledgeable, correct information about Housing processes, services, departmental contacts, as well as fielding general inquiries about campus and community resources. Providing correct referrals as needed

• Communicate by email/letter with students, parents, and campus departments

• Provide excellent customer service in meeting, greeting, and responding to customer queries via phone, email, fax, and/or in-office visit, in a courteous and timely manner

• Works with supervisor and departmental marketing personnel in communicating important deadlines and related information to students, parents, and other constituents

• Greets and maintains high levels of customer services addressing callers, students, parents, guests, co-workers, and University personnel in a friendly and helpful manner

• Follow up with students, parents, and others as necessary to resolve assignment related issues

• Represent Housing at university recruiting and orientation programs; serve as a resource answering questions related to assignments, leasing, housing eligibility and general services

• Interpret sometimes complex policies and procedures to customers to aid in their understanding of options, responsibilities. procedures, as applicable

• Document requests and interactions as appropriate

• Assist in training others performing the same or similar duties

• General Administrative

• Serve as a backup for other assignments and/or receptionist staff

• Perform other related duties as may be requested from time to time in support of departmental expectations and goals

Required Competencies

• Knowledge of basic accounting, mathematical calculations, database administration

• Experience with Microsoft Suite (word processing, spreadsheet applications and software, mail-merge, document formatting, editing, applying spreadsheet formulas, etc.)

• Proficient computer use

• Ability to manage multiple projects and details simultaneously

• Excellent time-management skills and ability to prioritize workflow to ensure timely completion of essential tasks

• Excellent interpersonal, teamwork, written and verbal communication skills

Minimum Requirements

• Associate's degree, or 2+ years' experience in administrative support, office support/technology or related field

• 1+ year(s) full-time experience working in an office setting providing customer service

• Successful completion of a Standard Criminal History Background Check

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the US and to complete the required employment eligibility verification form upon hire. This position does not support visa sponsorship for continued employment.

Preferred Qualifications

• Three+ years providing administrative support in a university setting.

• Prior experience with these listed software applications: PeopleSoft, Adirondack - THD (Housing Software)

• Prior experience managing a complex database system such as Xcel or Access

• Prior experience auditing processes or outputs such as billing, leases, assignments, and apartment turns