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.

What you'll do and what you'll bring:

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, and contract cancellations and appeals. This role will be subject matter experts 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:

1. Collaborate with Associate Director for Business Operations on management of housing assignments for new and returning students in traditional or apartment communities.

2. Work with Students and families in person, verbally, and in writing to resolve housing contract questions and concerns.

3. Work with HRL staff on administrative processes including room moves, contract cancellations, residency exemptions, and appeals.

4. Work with key campus stakeholders on specialty housing.

5. 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. Coordinator with other offices as needed to serve as point person regarding any cancellation penalty inquiry.

6. Maintain accurate data and critical stats regarding student occupancy, new contracts, forfeitures, and cancellations in order to determine data trends.

7. Resolve procedural issues promptly via an understanding of the business practices workflow within the department. Assist in the de-escalation of situations as needed.

8. Verify student registration status, track and communicate expectations to students.

9. Support University Apartments through lease processes, billing of monthly rent, summer storage, summer contract addendums, etc.

10 . Support function of business operations through writing, running, interpreting, and dispersing housing management system reports and trends as needed.

11 . Provide expertise, guidance, training, and documentation on housing management system processes and procedures.

12 . Support summer and conference operations through bookings, conference agreements, summer and break housing agreements and other summer business operation processes and procedures.

13 . Provide administrative support as needed to the business operations area of HRL. Assist in answering phones and greeting walk-in clients.

14 . Other duties as assigned.

15 . 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.
  

How to apply:

For inquiries, please contact:

Ball State University Housing at765-285-8000.

Supporting Documents Upload Instructions:

Please follow upload instructions to attach all of the required supporting documents listed below.

Important: Do not use the Autofill feature when uploading your resume.

Required Document:

1. Resume

Optional Document (Recommended for Best Consideration):

2. Cover Letter and trip logs detailing your qualifications for the position.

What we offer:

At Ball State University, we understand the importance of balancing professional responsibilities with personal well-being. That's why we offer paid 10 to 24 vacation days, 12 sick days, and 10 holidays a year. Plus, our paid parental leave (6 weeks) is there for life's most significant moments. We offer affordable health and dental insurance, robust long-term disability and life insurance plans, as well a range of retirement benefits to provide financial security to you and your family. These benefits ensure that you can focus on your work and personal growth without worrying about the unexpected.

When you work for us, you are family. And to show our support of your family, we will cover 90 percent of your child's (or children's) undergraduate college tuition at Ball State. We do the same for you. In fact, we'll cover 100 percent of the tuition costs for you to earn your undergraduate degree and 80 percent of your graduate tuition. This offer is good from the very first day you start. It's just one way we do our part to uplift you.

Let's fly together toward a secure and prosperous tomorrow.

Curious about our excellent benefits package?

We have developed a calculator that show you the value of our core benefits. Select the Total Compensation Calculator - Staff (Exempt) and download our calculator spreadsheet.