Assignment Coordinator Apartments

Salary/Position Classification

• $39500 annual Non-Exempt (Eligible for overtime)
• 40 hours per week
• This position will work onsite at UND Grand Forks ND campus

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

• Knowledge of basic accounting mathematical calculations database administration
• Experience with Microsoft Suite (word processing spreadsheet applications and software mail-merge document formatting
  editing applying spreadsheet formulas etc.)
• Proficient computer use
• Ability to manage multiple projects and details simultaneously
• Excellent time-management skills and ability to prioritize workflow to ensure timely completion of essential tasks
• Excellent interpersonal teamwork written and verbal communication skills

Minimum Requirements

• Associates Degree or two years of experience in administrative support office support/technology or related field
• One year professional experience working in an office setting providing customer service
• Successful completion of a Criminal History Background Check

In compliance with federal law all persons hired will be required to verify identityand 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

• Three years of experience providing administrative support in a university setting
• Experience with PeopleSoft Adirondack THD (Housing Software)
• Experience managing a complex database system
• Experience auditing processes or outputssuch as billing leases assignments and apartment turns

To Apply

Complete online application and include a cover letter and resume.

Required Experience:

IC