University Housing Services Administrative Support Coordinator

Type of Appointment: Full-Time Probationary

Job Classification: Housing Operations Professional I

Anticipated Hiring Range: $4198 - $4544

Work Schedule: MondayFriday 8:00 a.m.5:00 p.m.; occasional evenings and weekends for events.

THE DEPARTMENT:

University Housing Services is responsible for delivering a comprehensive student housing experience which includes operations in residential life business operations facilities management conference services and information systems. The department has an annual operating budget of approximately $30 million makes $2 million in annual capital improvements and houses over 2800 students. The department has approximately 50 full-time professional staff and is complemented by a student staff of approximately 200.

DUTIES AND RESPONSIBILITIES:

Support Business Services & Operations

• Provide support to the administrative team working collaboratively on major projects/processes including the annual contracting campaign re-contracting of current residents financial transmittals room assignments cancellations and refunds and transition activities between semesters.
• Provide support to and coordinate appointment schedules for Director for Business Services and Assistant Director for Business Services.
• Complete special projects as needed.
• Work with student staff to respond to all inquiries (including emails sent to phone calls voice messages and office visits).
• Lead and provide direction to front desk student assistants in daily assignments. Lead and train student assistants to disseminate information regarding policies and regulations.
• Special Project: Assist in annual stayover processes for summer and winter terms/breaks.

Process Accounts Receivable

• Serve as the point person for collection activities related to student housing and meal plan fees; receive reports of outstanding student accounts; track payments develop payment plans monitor accounts each semester; perform collection activities: email telephone letters in-person contacts; prepare reports of outstanding receivables; prepare Three Day Notice to Quit letters for non-payment of fees
• Work closely with Financial Aid and Student Financial Services in tracking expected aid and payment issues

Coordinate Use of Hard Keys

• Maintain inventory of room and mailbox keys for 1600 residents; conduct audits each semester; reconcile differences with Key Shop; receive and process requests for lost or stolen keys; request track and verify all lockset changes and new keys; request and coordinate lockset and key requests with campus Facilities Key Shop; contact students for key exchange; track associated charges; reconcile charges on monthly basis with Housing Facilities Department; responsible for end of year key audit for transition to Summer semester and Summer Conferences; responsible for end of summer audit and transition back to academic year assuring availability and accuracy of keys; coordinate with Housing Facilities in rotating core changes for security and reduction of ghost keys

Maintain Key Cards and Door Access

• Use computer-based access card systems to track student key access and expiration dates
• Use key card systems such as Onity and CBORD; encode access cards for new residents; deactivate and encode new cards for lost or stolen cards; coordinate download of new residents each semester
• Update doors utilizing mobile unit for changes to access cards; provide reports for security purposes
• Provide access cards to staff faculty and non-resident students for Fitness Express; accept and process payments; Maintain database of memberships

Process Cancellations

• Receive and process cancellation requests from residents; verify reasons per contractual provisions; obtain appropriate documentation per Student Housing License Agreement; create and maintain cancellation database to include prorated charges and termination date for purposes of reconciling meal plan charges with Foundation services; process refunds with Financial Services

Track Meal Plans

• Assist with downloading meal plans from Foundation Services into Student Housing Database System (StarRez); track and verify meal plans with Foundation Services on a weekly/monthly basis; request meal plan cancellations and temporary freezes based on non-payment of fees; track and monitor changes in meal plans and reinstatement of plans; conduct monthly audits of meal plans

QUALIFICATIONS:

• Combination - Equivalent to a bachelors degree in a related field.
• Relevant education and/or experience which demonstrates acquired and successfully applied knowledge and abilities shown above may be substituted for the required education on a year-for-year basis.
• Foundational knowledge of housing operations and policies.
• Ability to analyze and address problems using reasoning and application of standard practices and procedures.
• Demonstrated communication and interpersonal skills to effectively present information in a clear and concise manner.
• Ability to follow guidelines and provide input and feedback as required and applicable.
• Ability to work independently as well as part of a team with a student service-oriented approach.
• Flexibility to adapt to changing priorities and deadlines.
• Organizational skills to plan organize and prioritize work.
• Computer skills to appropriately use technology and relevant software packages as required.

PREFERRED QUALIFICATIONS:

• Familiarity with housing license agreements and housing business processes.
• Experience using housing student information access control or related systems such as StarRez PeopleSoft Onity CBORD or comparable systems.
• Experience supporting student housing student services accounts receivable or other high-volume customer service operations.
• Experience providing lead work direction or training to student employees.

Out of State Work

The California State University (CSU) system is a network of twenty-three public universities providing access to a quality education through the support of California taxpayers. Part of CSUs mission is to prepare educated responsible individuals to contribute to Californias schools economy culture and future. As an agency of the State of California the CSUs business operations almost exclusively reside within California. The CSU Out-of-State Employment Policy prohibits hiring employees to perform CSU-related work outside California. For more information go to the California State University Out-of-State Employment Policy.

Background Check

Cal Poly Pomona will make a conditional offer of employment to final job candidates pending the satisfactory completion of a background check (including a criminal records check). The conditional offer of employment may be rescinded if the background check reveals disqualifying information and/or it is discovered that the candidate knowingly withheld or falsified determining the suitability of the candidate for the position Cal Poly Pomona will give an individualized assessment to any information that the applicant submits for consideration regarding the criminal conviction history such as the nature gravity and recency of the conviction the candidates conduct performance or rehabilitation efforts since the conviction and the nature of the job applied for. For more information go to the California State University Background Check Policy.

Education Code 89521 Requirements

Applicants will be required to disclose whether they have received a final administrative decision or final judicial decision determining that they have committed sexual harassment within the last 7 years only after a determination is made that they meet the minimum qualifications for the position and before an offer of employment is extended. Applicants who reach the final stages of the application process must also sign a release form that authorizes the release of information by the applicants current and/or former employers to the CSU concerning any substantiated allegations of misconduct.

CSU Classification Salary Range

This position is part of the CSUEU bargaining unit 9. The CSU Classification Standards for this position are located on the CSU Classification Standards website. The CSU Salary Schedule is located on the CSU Salary Schedule website. The classification salary range for this position according to the respective skill level is: minimum $4198 and maximum $6115 per month. Please refer to the anticipated hiring range for the appropriate salary rate for this particular position.

Employment Eligibility Verification

Cal Poly Pomona hires only individuals lawfully authorized to work in the United compliance with federal law all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire. For more information go the I-9 Acceptable Documents website.

University Driving Requirement

Positions that require driving for university business by using a personal or state vehicle must comply with the Authorized University Driver Policy. Driving records are monitored and evaluated by the Risk Management Department. The Risk Management Department evaluates a good driving report based on the following criteria. The driver must: 1. Have a valid California or other State Drivers license. 2. Have no more than 3 motor vehicle violations or been the cause of 3 accidents in a 12-month period (or any combination of 3 thereof) 3. Not have more than 3 DMV Points if their license is Class C or 4. Not have more than 5 DMV Points if their license is Class A B or C with endorsements. For more information go to the Authorized University Driver Policy.

Child Abuse/Neglect Reporting Act (CANRA)

The person holding this position is considered a mandated reporter under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment. Read more at the California Child Abuse and Neglect Reporting Act policy.

Security & Fire Safety

In compliance with state and federal crime awareness and campus security legislation including the Jeanne Clery Campus Safety Act California Education Code section 67380 and the Higher Education Opportunity Act (HEOA) Cal Poly Pomonas Annual Security Report and Annual Fire Safety Report are available for viewing at Cal Poly Pomonas Annual Security Report and Cal Poly Pomonas Annual Fire Safety Report.

Pay Transparency Nondiscrimination

As a federal contractor Cal Poly Pomona will not discharge or in any other manner discriminate against employees or applicants because they have inquired about discussed or disclosed their own pay or the pay of another employee or applicant. For more information see the Pay Transparency Nondiscrimination Provision poster.

Reasonable Accommodation

We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact the ADA Coordinator by email at . For more information go to Employment Notices.

Equal Employment Opportunity

Consistent with California law and federal civil rights laws Cal Poly Pomona provides equal opportunity in employment without unlawful discrimination or preferential treatment based on race sex color ethnicity or national origin. Our commitment to equal opportunity means ensuring that every employee has access to the resources and support they need to thrive and succeed in a university environment and in their communities. Cal Poly Pomona complies with Title VI of the Civil Rights Act of 1964 Title IX of the Education Amendments of 1972 the Americans with Disabilities Act (ADA) Section 504 of the Rehabilitation Act the California Equity in Higher Education Act Californias Proposition 209 (Art. I Section 31 of the California Constitution) other applicable state and federal anti-discrimination laws and CSUs Nondiscrimination Policy. We prohibit discriminatory preferential treatment segregation based on race or any other protected status and all forms of discrimination harassment and retaliation in all university programs policies and practices.

As a federal contractor Cal Poly Pomona complies with the Vietnam Era Veterans Readjustment Assistance Act (VEVRAA) and requests priority referral of protected veterans for our job openings.

Other Notices

For other important employment notices we invite you to visit Cal Poly Pomonas Employment Notices web page.

Required Experience:

IC