Office Coordinator, Graduate and Family Housing

Job Summary Under the general supervision of the Associate Director, Affiliated Residential Community Housing (ARCH), the Office Coordinator for Graduate and Family Student Housing coordinates the day‑to‑day operation of the office and provides administrative support for staff. The position serves as the primary contact for Graduate and Family Student Housing residents, providing information on services and programs and assisting residents and staff with maintenance issues. It includes key custodial responsibilities, high‑volume purchasing, and updates of procedures and manuals. Appointment Information Budgeted Salary: $29.38/hourly Benefits Level Eligibility: Full benefits Schedule: Full‑time, Fixed 100% of time, 40 Hours per Week Days: Mon–Fri Shift: Day Department Overview Colleges, Housing and Educational Services (CHES) is a multi‑funded organization within the Division of Student Affairs and Success (DSAS) at the University of California, Santa Cruz. CHES provides leadership in college student life, residential services, housing services, facilities, capital planning, dining, conference services, early education, and business and financial analysis. The Affiliated Residential Community Housing offers facilities and programs to approximately 275 students and 300 family members. Job Duties Office Management (50%) Responsible for operational duties of the Graduate and Family Student Housing Office and provides frontline reception and customer service to residents and visitors. Assists residents and staff with work and maintenance requests and serves as primary contact between work staff and residents. Coordinates annual apartment inspections with facilities and custodial units. Helps resolve routine problems and refers issues to the appropriate campus office while maintaining confidentiality. Establishes and implements office procedures, reviews, updates, and assists in developing written procedures, manuals, publications, and forms; edits correspondence and publications. Recommends improvements to current operational processes to the Associate Director and assists in implementation. Maintains office supplies and equipment; researches complex high‑volume purchase requests. Researches issues, compiles information for special projects and reports; contacts campus units or other universities as needed. Provides coordination and support to the Associate Director on special projects such as conferences, trainings, and seminars. Provides backup to the Housing Coordinator for Family and Graduate Student Housing. Administrative and Clerical Support (25%) Receives, reviews, and processes all applications to Family Student Housing; enters data into resident database and performs bi‑annual waitlist updates. Ensures timely deposit handling and accurate accounting; issues invoicing for lock changes and non‑move‑out damages. Performs administrative duties: typing, filing, correspondence, scheduling meetings, record keeping. Drafts and finalizes notices to customers regarding maintenance routines and special projects; generates plant work orders as needed. Manages community facilities checkout process; oversees calendar and key distribution to staff. Provides general clerical support for staff and resident organizations. Manages calendars and scheduling for the Associate Director and other staff. Maintains office inventory, places orders for supplies via CruzBuy and ProCard, processes purchase orders. Occasionally uses personal vehicle for mailing and parcel handling to campus locations. Procures cell phones for staff as needed. Supports student‑use computer lab. Assists in selecting, training, and supervising student office assistants; assigns tasks and provides training. Oversees file and record maintenance in compliance with university, state, and federal guidelines. Key Management (15%) Organizes and maintains year‑round key distribution for Graduate and Family Student Housing per campus policies. Manages key assignments, secure cabinets, orders, replacements, and re‑keying when keys are lost. Maintains temporary key checkout system; assists locked‑out residents; trains staff on lockout processes. Coordinates brass key and key‑card checkout system. Liaises with Campus Lockshop, Key Coordinator, Facilities, Edoors Security, ITS, and ID card services; maintains protocols. Residential Life Program Support (10%) Supports Residential Life programs; processes forms and schedules for community services. Develops resident communications using desktop publishing; coordinates creation and distribution of flyers. Schedules community facilities and manages monthly calendars. Supports Community Garden and special Family Services events and projects (e.g., Harvest Dinner, Welcome Back BBQ, Family Fair). Required Qualifications Substantial experience in a customer‑service focused environment emphasizing effectiveness, professionalism, tact, and integrity. Administrative support experience and knowledge of general office procedures and standard equipment. Strong listening, verbal communication, and interpersonal skills. Excellent organizational and time‑management skills; ability to work independently and set priorities in a complex environment. Knowledge of Microsoft Office, spreadsheets, online databases, word processing, email, and web‑based research tools; ability to produce letters, reports, and documents accurately. Experience in desktop publishing and producing newsletters and flyers. Excellent editing and proofreading skills. Experience maintaining records, filing systems, inventory, and stock; accuracy and attention to detail. Problem‑solving skills to research, analyze, and synthesize information, applying judgment and decision‑making. Adaptability to shifting tasks, maintaining poise in a rapidly changing environment, and meeting quality standards on deadlines. Ability to learn new policies and systems; responsive to direction and feedback. Ability to select, train, and evaluate student office staff. Discretion and sound judgment when handling confidential and sensitive topics. Diplomatic skills to work with diverse populations while maintaining professional relationships. Special Conditions of Employment Candidate must pass a pre‑employment criminal history background check. Candidate must pass the employment misconduct disclosure process. Candidate must possess a valid California driver’s license. Candidate must be able to travel to multiple work locations on and off campus. Candidate must be able to move materials up to 25 lbs. Candidate must complete required training, including UC compliance and vaccine policy compliance. Candidate identified as a Mandated Reporter under CANRA; must report child abuse or neglect and sign acknowledgment prior to employment. Misconduct Disclosure Requirement Candidate must disclose any final administrative or judicial decisions in the last seven years determining misconduct; allegations; current investigations; or appeals of findings of misconduct. "Misconduct" means any violation of policies or laws governing conduct at the applicant’s previous place of employment, including but not limited to violence, harassment, discrimination, or unethical conduct. Safety Statement All UCSC employees must understand and follow job safety procedures, attend required health and safety training, promote safety at work, and report accidents and injuries promptly.

EEO/AA

The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected categories covered by the UC Anti‑Discrimination Policy. It undertakes affirmative action and anti‑discrimination efforts as a Federal and State contractor. #J-18808-Ljbffr University of California, Santa Cruz