Assignments Specialist

Assignments Specialist

The Assignments Specialist provides front-facing customer service for University Housing and the Housing Assignments Office while managing various key processes related to the assignments processes. A person in this position supports a fast-paced office that has daily interaction with students, parents, staff, faculty and other stakeholders, often on matters of a confidential and sensitive nature. This individual also performs general duties associated with assignments and communication with the more than 9,000 students living in on-campus housing.

Knowledge, Skills, Abilities and/or Competencies - Considerable knowledge in office practices, procedures and equipment. Typing and editing skills with high accuracy. Computer skills with the ability to utilize word processing, email, calendar, internet and database programs. Ability to manage multiple tasks, organize work and balance time demands well. Excellent communication skills and ability to greet and assist residents, visitors and callers with a variety of questions, needs and concerns. Maintain confidentiality of office information and records.

Duties/Responsibilities - Customer Service: Serve as the initial point of contact with students, parents, staff, faculty and other stakeholders who arrive to University Housing in-person or contact the department by telephone, email or webchat. Respond or refer stakeholders to appropriate University Housing staff in an effort to answer questions, resolve problems or clarify policy. Understand and be able to articulate all assignment and cancellation procedures. Compose routine emails/chat communications for current and future students. Maintain communication records and other documentation in accordance to records retention policies. Regularly review the departmental website to ensure accuracy of assignments-related information.

Duties/Responsibilities - Process Management: Serve as the lead on (or backup for) various key assignments processes including: Emailing communications to students regarding timelines, general information, processes and issues. Serving as the records retention coordinator for the Administrative Services and Communications unit. Hiring, training and supervising student office assistants, including the review and approval of timecards. Coordinating the First Year Live-On Requirement (FYLOR) exemption review process. Managing the dependent verification process. Managing residency verification. Authorizing and scheduling reservations for departmental vehicles, including issuance and collection of keys and vehicle hang tags, as well as ensuring vehicles operationally ready. Conducting routine audits for housing registrations, contracts, assignments and miscellaneous charges. Placing and removing holds on student records, as necessary. Responding to inquiries and creating various reports (e.g., for the U.S. Census Bureau, historical occupancy and rate information). Maintaining office supply inventory and overseeing organization of storage closets. Managing the residence hall flyer approval and distribution.

Duties/Responsibilities - Other: Create, review and update process documentation, including standard operating procedures and policies. Serve on departmental and University task forces and committees as needed, as well as participate in other professional development activities. Perform other duties as assigned that are consistent with the purpose and scope of this position.