Occupancy Specialist

Occupancy Specialist Position Title: Occupancy Specialist Compensation: $16.50 - 17.84 Department: Housing and Residence Life Office_E Start Date: 08/03/2026 About this opportunity Housing and Residence Life is seeking a detail‑oriented, student‑focused professional to join our Business Operations team as a Housing Occupancy Specialist. In this role, you’ll help manage housing assignments, contracts, room changes, accommodations, exemptions, and occupancy processes that directly impact the student experience. You’ll collaborate with students, families, campus partners, and HRL staff while serving as a subject‑matter expert on housing systems, data, and processes. This position is ideal for someone who enjoys problem‑solving, working with data and systems, providing exceptional customer service, and helping students navigate important housing decisions throughout their university journey. Candidates for searches must have current authorization to be employed in the United States without employer sponsorship. Position Function Utilize the housing management system to manage housing contracts, leases, and occupancy processes for all university‑owned and university‑operated property. This includes assisting students and their support network through all aspects of the housing contract process. Typical responsibilities include housing assignments, processing A/C requests, cancellations, and room changes. The Occupancy specialist will assist with the administration and processing of residency exemptions, ADA accommodation requests, ESA requests, contract cancellations and appeals. This role will be a subject‑matter expert on housing management system processes, data collection, and report writing. The Occupancy specialist may specialize in traditional housing or apartment style processes and procedures. Duties & Responsibilities Collaborate with Associate Director for Business Operations on management of housing assignments for new and returning students in traditional or apartment communities. Work with students and families in person, verbally, and in writing to resolve housing contract questions and concerns. Work with HRL staff on administrative processes including room moves, contract cancellations, residency exemptions, and appeals. Work with key campus stakeholders on specialty housing. Work with the Assistant Director for Fiscal Operations regarding student room and board billing and account adjustments. Calculate and enter room and board charges, refunds, and forfeiture penalties into the Bursar account receivable system. Coordinate with other offices as needed to serve as point person regarding any cancellation penalty inquiry. Maintain accurate data and critical stats regarding student occupancy, new contracts, forfeitures, and cancellations in order to determine data trends. Resolve procedural issues promptly via an understanding of the business practices workflow within the department. Assist in the de‑escalation of situations as needed. Verify student registration status, track and communicate expectations to students. Support University Apartments through lease processes, billing of monthly rent, summer storage, summer contract addendums, etc. Support the function of business operations through writing, running, interpreting, and dispersing housing management system reports and trends as needed. Provide expertise, guidance, training, and documentation on housing management system processes and procedures. Support summer and conference operations through bookings, conference agreements, summer and break housing agreements and other summer business operation processes and procedures. Provide administrative support as needed to the business operations area of HRL. Assist in answering phones and greeting walk‑in clients. Other duties as assigned and maintain regular and predicted attendance. Minimum Qualifications Associate's degree or an equivalent combination of education and experience. 1-3 years of related experience. Preferred Qualifications Bachelor's degree from an accredited institution. Experience with StarRez or other housing management software, Banner, advanced work processing experience with Microsoft products including Word, Excel, Power Point. Experience using/managing databases. Benefits At Ball State University, we understand the importance of balancing professional responsibilities with personal well‑being. We offer paid 10 to 24 vacation days, 12 sick days, and 10 holidays a year. Paid parental leave for 6 weeks. Affordable health and dental insurance, long‑term disability and life insurance plans, and a range of retirement benefits to provide financial security. We also cover tuition benefits: 90 percent of your child's undergraduate tuition, 100 percent of your undergraduate tuition, and 80 percent of graduate tuition from the first day you start. Our benefits package includes dedicated tools to evaluate core benefits. For example, the Total Compensation Calculator – Staff (Exempt). #J-18808-Ljbffr Ball State University