Under the supervision of the Director of Housing & Residential Life, the Housing Assignments Coordinator is responsible for the administrative processes for Housing & Residential Life. These processes include the administration of the housing application and room assignment process, student billing, key management, occupancy management/reporting and card access for the residential facilities.
NOTE: Office hours for this position are 9:00am - 5:00pm with some flexibility to include working housing related events on both the Oakland and San Francisco campuses. MAIN RESPONSIBILITIES:
Assignments & Data Administration - 80% of time
Manages all aspects of the housing application, assignments process, cancellations, occupancy management, card access and key management for the academic year and summer housing programs.
Keeps accurate and up-to-date records/files to support the compilation of accurate and up-to-date assignment demographics and rosters. Publishes occupancy stats and reports in a timely manner.
Serves as liaison with Student Accounts/Business Services Office and manages all aspects of housing-related student billing, in collaboration with
the Student Accounts/Business Services Office, as it relates to campus housing charges and refunds.
Maintains and coordinates the management of the Housing & Residential Life residential and administrative keys along with access cards for the residence halls.
Works with Assistant Dean of Students for Access and Case Management in coordination and support of special housing accommodations requests related to ADA guidelines.
Serves as housing software expert. Provides training on software usage and supports campus staff with query and communication management needs to include site maintenance and configuration.
Coordinates with Facilities on occupancy management and the turnover of residence halls in a timely fashion.
Coordinates with Auxiliary Services on assignments and turnover administration to support external and internal housing programs.
Coordinates Early Arrival programs which includes, but is not limited to interdepartmental communication of early arrival policy, collection of respective data and compilation of list.
Monitor Symplicity system in order to keep housing applications and/or waitlists accurate and up-to-date.
Supports Residential Life staff in supporting residents with timely and accurate housing information with regard to room swaps and room availability options related to roommate conflicts.
Coordinate file maintenance of all documentation relating to assignments.
Assist, when necessary, with presentations delivered to various student groups, including Orientation, Open House, and Preview Days.
Performs other duties as assigned.
?Customer Service - 20% of time
Serves as first responder and point of contact for the department's email account.
Responds to inquiries and provides accurate and timely information to perspective and current CCA students, staff, faculty, and alumni as well as the public in general, both in person, by phone and email who are inquiring about housing information while supporting FERPA guidelines.
Performs rental verifications and landlord reference for current & previous residents.
3 years of work experience, preferably in a higher education environment.
Demonstrated proficiency in billing and/or accounts receivable, as well as database management and financial administration.
Demonstrated administrative experience with excellence in customer service and interpersonal skills.
Demonstrated strong written and verbal communication skills, as well as being detail-oriented.
Demonstrated proficiency in Google Docs, Microsoft Office and adaptable to learning new technology.
Demonstrated experience to successfully work independently, organize own work and meet deadlines.
Ability to manage projects, follow through to completion and meet deadlines.
Ability to use database to track student housing assignments, accurate billing and reporting.
Ability to perform multiple tasks with high degree of accuracy and to manage time effectively.
Ability to exercise appropriate independent judgment and to consult with supervisor when necessary.
Ability to diffuse angry customers.
Ability to flourish in high-stress situations.
Ability to learn basic reporting procedures utilizing current campus technology and databases.
Ability to maintain confidentiality of sensitive issues and records.
Ability to respond to emergency situations in a calm, effective and professional manner.
Experience working in a higher education, college or university setting.
Experience using and supporting Symplicity/Residence, Datatel Colleague or similar
ERP.If the job requires a person to work in special working conditions this should be stated in the job description. Special working conditions cover a range of circumstances from regular evening and weekend work, shift work, working outdoors, etc. Should also state, if working in a climate controlled office setting.
These physical requirements are not exhaustive, and additional job related physical requirements may be added to these as needed. Corrective devices may be used to meet physical requirements.
Physical Exertion: The incumbent may be required to lift up to approximately 25 pounds. Vision: Requirements of this job include close vision. Speaking/Hearing: Ability to give and receive information through speaking and listening. Motor Coordination: While performing the duties of this job, the incumbent is frequently required to sit; stand; walk; and talk and hear. The incumbent is occasionally required to use hands to finger, handle or feel objects, tools or controls; climb or balance; and stoop, kneel, crouch or bend.
Location Oakland Additional Locations
Application Instructions Applicants are required to attach a cover letter and resume. Incomplete applications will not be considered. Recommended document file formats are Word or PDF. If there are multiple attachments, we recommend compressing/zipping your files into a zip format file. There is also a place in the application for you to provide a link to large documents. Please submit an application form for each position for which you believe you are qualified. Applications are not kept on file for future positions.
Application Deadline For staff positions, screening begins immediately and continues until the position is filled.
EEO Statement As an educational and cultural institution, California College of the Arts has a responsibility to provide access and opportunities for all people, with special attention to supporting groups historically underrepresented in higher education.
We believe that a culturally diverse campus is integral to academic excellence, and our student, faculty, staff, and trustee bodies should reflect the diverse world in which we live, with attention to race, ethnicity, religious creed, national origin, age, sex, sexual orientation, gender identity or expression, and ability.
California College of the Arts is an equal opportunity employer and encourages applications from individuals who will contribute to its diversity.
Questions? Please address any questions to firstname.lastname@example.org.
Founded in 1907, California College of the Arts (CCA) is an independent art college with 21 undergraduate programs in architecture, design, fine arts, visual studies, and writing. The college also has graduate programs in architecture, comics, curatorial practice, design, design strategy, film, fine arts, visual and critical studies, and writing. Through these programs, the college has created a dynamic and interdisciplinary environment. Diverse cultural perspectives enrich the CCA community and the college believes that continuing to expand the horizons of the students and faculty is essential to achieving its educational objectives. With campuses in Oakland and San Francisco, CCA currently enrolls 1,950 full-time students.