| Location | Grand Forks, ND |
Assignment Coordinator - Apartments
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Salary/Position Classification
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
editing, applying spreadsheet formulas, etc.)
Minimum Requirements
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
To Apply
Complete online application and include a cover letter and resume.