Housing Operations Coordinator Posting Details POSTING INFORMATION Internal Title Housing Operations Coordinator Position Type Classified Faculty / Non-Faculty / Administration Non-Faculty Pay Band 5 Level 4 Department Campus Services - Admin Job Purpose The Housing Operations Coordinator manages staffing and logistics for the Summer Conference and Housing program, trains and schedules seasonal conference staff, and assists with the Campus Housing procurement process, including the purchase of furniture, equipment and any services required to properly maintain the College's residence halls. Assists with outside vendor contract management to ensure timely delivery of products and services. Maintains and coordinates approximately 3400+ student housing accounts including housing charges, refunds, and adjustments. Serves as an integral part of the Campus Housing team in providing exceptional customer service to students and families, as well as internal and external summer conference groups. Maintains a positive working relationships with internal campus departments including the Treasurer's Office, Procurement, Campus Services HQ, Facilities Management and Public Safety as well as external stakeholders such as Summer Conference sponsors, guests, students, parents, and colleagues. Minimum Requirements High School diploma and two years' relevant experience in business management, public administration, or administrative services required. Bachelor's degree preferred. Professional experience directly related to the field of work and/or experience working in a higher education environment a plus. Candidates with an equivalent combination of education and/or experience are encouraged to apply. Required Knowledge, Skills and Abilities Must have knowledge of modern office practices, procedures and equipment, and proficient use of Microsoft Office suite, database systems, and handheld technology (i.e. iPad/iPhone). Ability to manage diverse administrative functions and juggle multiple priorities in a busy campus housing office required. Must be able to establish and maintain working relationships with a variety of individuals including students, parents, conference attendees, vendors and campus representatives while projecting a mature and professional attitude focused on customer service. Ability to communicate effectively and maintain confidentiality and discretion is essential. Knowledge of fiscal procedures, practices and policies and familiarity with FERPA requirements preferred. Knowledge of StarRez housing software, Banner Student Management System and Banner Document Management System a plus. Additional Comments Regarding Position Works to establish and meet the goals set by the Director of Campus Housing. Must be able to work in a customer service-oriented office environment managing heavy workloads, multiple deadlines, and competing priorities. Requires occasional evening and weekend hours including on-call responsibilities. Occasional travel required to attend conferences and workshops. Must be able to work in buildings that may not be equipped with an elevator and walk an urban campus. Special Instructions to Applicants Please complete the application to include all current and previous work history and education. A resume will not be accepted nor reviewed to determine if an applicant has met the qualifications for the position. *Salary is commensurate with education/experience which exceeds the minimum requirements. Offers of employment are contingent upon a successful background check and credit check. All applications must be submitted online https://jobs.cofc.edu<https://jobs.cofc.edu/>. Salary *$40,935 - $45,142 Posting Date 06/21/2023 Closing Date 07/05/2023 Benefits * Insurance: Health/Dental/Vision * Life Insurance * Paid Leave: Sick/Annual/Parental * Retirement * Long Term Disability * Paid Holidays * Free CARTA Bus Service * Employee Tuition Assistance Program (ETAP) * Employee Assistance Program (EAP) * Full Benefits Package - Click Here<https://hr.cofc.edu/benefits/index.php> Open Until Filled No Posting Number 2023118 EEO Statement The College of Charleston is an Affirmative Action/Equal Opportunity employer and does not discriminate against any individual or group on the basis of gender, sexual orientation, gender identity or expression, age, race, color, religion, national origin, veteran status, genetic information, or disability. Quicklink for Posting https://jobs.cofc.edu/postings/14107 Job Duties Job Duties Activity Responsible for the annual Summer Conference process from reservation to move out, which includes the coordination, planning, scheduling, and logistics of all rental contracts, the collection of W9s, certificates of liability insurance, and the billing and payment process for both external and internal groups. Responsible for maximizing the use of campus housing facilities over the summer to generate revenue. Works with campus constituents to further develop the summer conferencing options for internal and external constituencies. Responsible for developing and updating the master summer schedule that tracks conference groups, maintenance, custodial, and other facility projects. Coordinates the hiring and processing of employment and payroll paperwork for approximately 8-10 seasonal Summer Conference Assistants to assist with conference housing. Develops the training program and manages the work schedules for all seasonal employees, including on-call scheduling. Ensures compliance with the College's employments policies. Essential or Marginal Essential Percent of Time 35 Activity Prepares, distributes, and administers departmental contracts including but not limited to student housing contracts and Greek lease agreements. Responsible for updating and implementing contract documents and amendments, as needed. Facilitates purchases and vendor contracts required for the efficient operations and maintenance of student housing facilities. This includes serving as the Campus Housing liaison to Procurement in the initiation and coordination of bids and the RFP process for the purchase of equipment, supplies, furniture, and residential services such as internet and laundry. Responsible for developing and ensuring compliance with contract specifications, and scheduling and coordinating with internal and external partners in completing projects and achieving objectives. Attends meetings with vendors and performs regular quality assurance checks for all housing related contracts. This position maintains a housing inventory schedule for furniture, equipment and summer conference supplies ensuring replacement/repair/relocation processes are completed in an efficient and timely manner. Essential or Marginal Essential Percent of Time 25 Activity Manages student housing accounts including, but not limited to housing charges, refunds, forfeitures, account adjustments, reversals, fines and fees. Coordinates prepayment deferments for incoming and returning students. Calculates semester charges for Greek organizations and coordinates billing with Treasurer's Office. Serves as liaison to Treasurer's Office regarding housing-related charges and non-student receivables. Prepares and maintains specialized reports and records and provides data for revenue projections and budgeting. Ensures documentation and students records are uploaded to BDMS and/or StarRez. Works with Director to send housing eligibility removal notices to ensure students who are no longer eligible to live on campus are promptly removed from on campus residences. Essential or Marginal Essential Percent of Time 20 Activity Models, promotes, and ensures exceptional customer service delivery to all constituents, including but not limited to faculty, staff, students, parents, and summer conference and visiting groups. Provides accurate and timely correspondence via email, telephone, Let's Talk customer engagement platform, and through StarRez to all stakeholders. Attends weekly meetings, trainings and orientation sessions as needed. Conducts confidential investigations and complex special assignments as requested by Director. Assists in the logistical planning and execution of emergency planning, hurricane response, emergency housing relocation. Performs special projects and other duties as assigned in support of institutional and divisional missions and objectives. Essential or Marginal Essential Percent of Time 20 ----- To learn more about Jobs at the College of Charleston, please visit https://jobs.cofc.edu To unsubscribe, send a message to [log in to unmask] with the words UNSUBSCRIBE JOBPOSTINGS in the message body. Did you receive this from someone else? You can subscribe to this list by sending a message to [log in to unmask] with the words SUBSCRIBE JOBPOSTINGS in the message body.