Assignment Coordinator - Housing
Job Title: Assignment Coordinator - Housing
Classification: C3
Department: Housing & Resident Life
Updated: January 2019
Job Summary
Responsible for housing assignments for all residential communities during the academic school year, Spring/Summer semester involving approximately 9,000 applications.
Essential Functions:
- 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.
- This position may require evening and/or weekend hours.
- Other duties as assigned.
Non-Essential Functions:
- 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, 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.
Required Qualifications:
- High school graduate or equivalent.
- Minimum of three years of relevant work experience.
- Experience with various computer software applications such as Microsoft Office and/or equivalent.
- Demonstrated experience to successfully operate office equipment.
- Data entry experience.
- Typing and spelling competency with grammar and proofreading skills.
- Possess strong verbal and written communication skills.
- Demonstrated experience to successfully provide quality customer service.
- Demonstrated experience to successfully work independently, organize own work and coordinate work activities of others.
- Ability to work under pressure and meet deadlines.
- Demonstrated experience to successfully maintain satisfactory work performance and attendance records.
- Ability to successfully maintain positive intercultural and interpersonal relationships.
Preferred Qualifications:
- Some college course work.
- Higher education experience.
- Project coordination experience.
- Excellent problem solving skills and decision making skills.
- Housing Database Software experience.
Supervision Received:
Receives general instruction from a designated supervisor, but is generally expected to work independently.
Supervision Exercised:
Hire, train, supervise, schedule and coordinate the work of student employees and may act as lead worker to other PSS staff members within the department/unit/division.
Physical Demands:
- To perform this job successfully, an individual must be able to perform each essential function satisfactorily. Must have the physical stamina to work long hours and/or more than 5 days per week. The requirements listed are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- The information contained in this job description is for compliance with the Americans with Disabilities Act (A.D.A) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.