Human Resources

Title: Assignment Coordinator/Housing
Classification: C3
Department: Housing

Job Summary:

(Short summary of job duties - 1 to 2 sentences)

Responsible for housing assignments for all residential communities during the academic school year, Spring/Summer semester involving approximately 9000 applications.

  • Primary Duties & Global Responsibilities: (Must be able to perform these duties; usually consist of more than 5% of your job.)
  • Coordinates assignments on both Pew and Allendale Campuses.
  • Corresponds with incoming and current students regarding occupancy status.
  • Receives information in various forms and determines the appropriate method of processing.
  • Edit and proofread all correspondence, reports and materials for publication.
  • Responsible for the coordination/completion and quality of clerical work for the office which includes answering telephones, providing information to staff and students, routing calls to appropriate person/s, preparing outgoing mail, bulk mailings, creating correspondence, copying, and maintain filing system.
  • Disseminates information, often of a complex nature, to students, prospective students, outside agencies, visitors, parents, etc. that may require explanation and interpretation of established University departmental policies and procedures, and directs individuals to sources of additional information.
  • Performs work of a confidential nature including grade audits. Handles confidential information regarding ADA, behavioral/discipline issues, and other sensitive information for current, incoming, and former GVSU students.  
  • Provides clerical support for Associate Director and Summer Conference Coordinator.  Maintenance of schedules, conference and event registration, travel and accommodation arrangements.
  • Maintains accurate student housing files and records through database systems as well as paper/non-computerized systems. Works within multiple semesters and multiple systems for accurate housing assignments and records for various student categories.
  • Processes funds received for Housing deposits.
  • Assesses student attributes with specific housing communities, acts with a high degree of independence and makes decisions appropriately.
  • Monitors, reconciles and updates charges for housing cancels and assignment billings.
  • Assists and implements Housing Assignment process, including marketing and education process for students as well as training for Housing and Residence Life staff.
  • Coordinates first available list for incoming and returning residents.
  • Reconciles weekly occupancy report and balances occupancy with Board Report and works with administration in relation to occupancy status.
  • Assists in the creation, development and maintenance of Housing Website.
  • Processes summer conference billing, receipts & collection of receivables.
  • Coordinate notifying to all on campus students regarding winter/spring break and end of the year closings.
  • Other duties as assigned.

Secondary responsibilities (Related duties in addition to primary duties and responsibilities, usually less than 5%). 

  • Serves as general clerical support for the Housing and Residence Life staff.  
  • Assists with the hiring, training, supervision and evaluation of student employees. 
  • Collect benchmark Information.  
  • Provide assistance to other office areas (student billing information, customer service). Liaison to Athletics, Faculty, Admissions, International Affairs, Public Safety, Dean of Students, Academic Resources, Office of Multicultural Affairs, Counseling Center and IT in assignments and student status. 
  • Generate reports, memorandums, correspondence, presentation materials, brochures, spreadsheets, graphics and other similar materials using various computer systems.
  • Acts as a liaison between on and off campus constituents. 
  • Reviews and makes recommendations to various forms for office work flow.  
  • Purges database files as appropriate.

Minimum Required Qualification:

  • High school graduate
  • 2-4 years of office work environment experience
  • Excellent computer skills including but not limited to Web-page creation, desktop publishing, database/spreadsheet creation and management, and word-processing. ( A test will be administered to determine skills)
  • Demonstrated experience to successfully work under pressure and meet deadlines
  • Possess strong verbal and written communication skills
  • Demonstrated experience to successfully maintain positive interpersonal relationships as well as provide quality customer service and work with difficult customers
  • Demonstrated experience to successfully operate office equipment
  • Demonstrated experience to successfully work independently, organize own work
  • Detailed oriented, referencing cross check
  • Demonstrated experience to multitask work environment

Desired Qualifications: (Preferred in addition to required qualifications.)

  • Bachelors Degree preferred
  • Higher Education experience
  • Project coordination experience
  • Excellent problem solving skills and decision making skills
  • Adirondack (Housing Database Software)

Supervision Received:  Receives general instruction form the Associate Director of Housing & Residence Life  Facilities but is generally expected to work independently.

Supervision Exercised: May be responsible for the coordination of work assignments for student employees. 

Revised Date: March 2008 For questions regarding employment, email Human Resources Employment Information. TDD Callers: Call Michigan Relay Center 1-800-649-3777.